Business Blueprint

Business Blueprint
Project: MOBICA
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Business Blueprint

MOBICA

Contents
MOBICA SYNERGY->GLOBAL MYSAP ERP IMPLEMENTATION PROJECT.........................................3
1 BUSINESS SCENARIOS .....................................................................................................................................3
1.1 Financials Processes in ERP...................................................................................................................3
1.1.1 Organizational Units ...................................................................................................................................... 4
1.1.1.1 MOBICA Introduction ........................................................................................................................... 4
1.1.1.2 MOBICA Organizational Units.............................................................................................................. 7
1.1.2 Business Processes .........................................................................................................................................10
1.1.2.1 Financial Accounting .............................................................................................................................10

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Mobica SYNERGY->Global mySAP ERP

Implementation Project
Team Member:

ABDULHAQ
GAMAL
GEORGEY
LGNAIDU
MAYUR
OSAMA
RAJEEV
SAEID
SAID
SHAIK
SHEREIF
In Process

Status:

1 Business Scenarios
Team Member:

GAMAL
OSAMA
RAJEEV
SAEID
SHEREIF
In Process

Status:

Financial Accounting

Accounts Payable

Tax Accounting

Year-End Closing
Operations

Accounts Receivable

Fixed Asset
Accounting

1.1 Financials Processes in ERP

Team Member:
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1.1.1 Organizational Units

1.1.1.1 MOBICA Introduction
Logical Component:

SAP ECC

Name:
Documentation Type:
Status:
Person Respons.:

MOBICA Introduction
Business Blueprint
In Process
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MOBICA

INTRODUCTION

ABOUT MOBICA GROUP

Mobica was established in 1976 with one factory at Abou Rawash industrial zone
producing office furniture. In 2004 Mobica's industrial base had been expanded
to include 15 factories occupying an area of 280,000 m and covering a large
scope of business varying from Office, Medical, Educational & Contract Furniture
to Automotive Supplies. The factories and commercial offices of Mobica employ
2400 professional engineers, technicians, skilled workers, marketing, sales and
management memebers.
MOBICA is a professionally managed Industrial and trading Group with its
headquarters in the city of CAIRO in Egypt. MOBICA is one of the top companies
in Egypt with core businesses.
Owning a large manufacturing base, professional staff and long experience in
project management and project execution. These qualifications were the reason
that Mobica was the best choice to manage and implement Big turn key projects.
MOBICAs manufacturing and trading activities are carried out by several legal
companies, for various business reasons.
MOBICA implemented a local System, they worked on this system for about 15
years. However, keeping in view the future challenges and growth plans,
MOBICA is implementing mySAP ERP .
SCOPE OF THE CURRENT ENGAGEMENT
SAPArabia has been engaged to implement the following modules of mySAP
ERP at MOBICA:
Financial Accounting
Controlling
Sales & Distribution
Customer Service
Materials Management
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Production Planning
Plant Maintenance
Project Systems
Quality Management
Human resource
The implementation will cover four legal entities, manufacturing location as stated
below:
MOBICA for Integrated Industries
MOBICA for Carpentry
Wood & Steel
IBS

SCOPE OF THIS DOCUMENT

In the Business Blueprint of the assignment, study of the as-is processes has
been carried out by SAParabia consultants and the proposed to-be solution has
been formulated in consensus with the Business Process Owners and the Core
Team of MOBICA. This document is the confirmation of the Enterprise Structure,
Master Data, Business Processes and Information requirements to be set up in
SAP in relation to each Module.
OBJECTIVE OF THIS REPORT
SAPArabia Consultants will demonstrate reports, business processes on test or
demo data to ensure that Mobica users find it easier to relate to the same.
Based on the discussions, various business scenarios will be documented that
need to be addressed by the configured mySAP ERP system. The purpose of
this report is to confirm the understanding of these business scenarios, which will
form the basis for system specifications. This document covers only an overview
of the to-be processes. The exact data on master data fields, their status,
document types, number ranges used in individual transactions shall be
determined during the Realization phase.
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BUSINESS PROCESS SCOPE

The Financial Accounting (FI) module will cover the following business
processes:
Master Data Maintenance in Accounting
General Ledger Accounting
Accounts Payable
Accounts Receivable
Asset Accounting
Closing Procedures
Management Information System in FI

1.1.1.2 MOBICA Organizational Units

Logical Component:

SAP ECC

Name:
Documentation Type:
Status:
Person Respons.:

Mobica Organizational Units

Business Blueprint
In Process
OSAMA

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ORGANISATIONAL ELEMENTS IN FI

COMPANY CODE (FI)

1.1

Company code is the smallest organizational unit for which complete,

independent accounting can be carried out. A legally independent company is
generally represented by one company code in the SAP System. Customer and
vendor master records have a company code area, which contains data that is
only relevant to one company code. Each G/L account master record contains
data that is relevant to the company code specific accounts in the company code
area

1.2

Company Code is the central entity in financial accounting. It is also the highest
entity in Logistics. For all customer, vendor and material related transactions that
have accounting implications, it is necessary for the system to derive the
Company code. Each plant and each sales organization is assigned to one and
only one company code.

1.3

Following 4 Company codes will be defined in the SAP system:

SAP
Code

Company Code Name

Short Name

MOBICA Integrated Industries

Mobica INT

1000

MOBICA For Carpentry

Mobica Carp

2000

Wood and Steel

W&S

3000

IBS

IBS

4000

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Client / Company
MOBICA Group

Company Codes

Mobica INT
1000

IBS
4000

Mobica Carp
2000

W&S
3000

CONTROLLING AREA (CO)

1.4

A controlling area represents a closed system for cost accounting purposes.

Cost allocations can only be performed within a controlling area. Several
company codes may be assigned to one controlling area, which gives the ability
to perform cross-company-code controlling.

1.5

MObica will be the only controlling area in the current implementation. All the four
company codes mentioned in this document will be assigned to this Controlling
Area. Proposed code 9000

CHART OF ACCOUNTS
1.6

Chart of Accounts are G/L Account Master Records required in one or several
company codes. Postings are made to these accounts. The maximum length of
the GL code will be 6 digits (numeric).

1.7

A company code must be linked to exactly one Operating Chart of Accounts. An

Operating Chart of Accounts can be linked to many companies.

1.8

The Chart of Accounts is the link between FI and CO modules in the following
way:
A Company Code is Linked to the Operating Chart of Accounts

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The Controlling Area is Linked to the Operating Chart of Accounts

Several Company Codes that share a Chart of Accounts can be linked to a
Single Controlling Area regardless of the Companies Functional Currency.
Chart of Accounts
9000

Mobica INT
1000

IBS
4000
Mobica Carp
2000

W&S
3000

Controlling Area
Chart of Accounts
9000

MOBICA Group.
9000

Company Codes
Mobica INT
1000

IBS
4000

Mobica Carp
2000

W&S
3000

1.1.2 Business Processes

1.1.2.1 Financial Accounting

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SAP ECC

Financial Accounting
Global Settings

General Ledger
Accounts

General Ledger
Posting

Maintenance of
Account Balances

Name:
Documentation Type:
Status:
Person Respons.:
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Financial Accounting
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FINANCIAL ACCOUNTING GLOBAL SETTINGS

OVERVIEW
1.1

The purpose of this chapter is to document the configuration settings in Financial

Accounting - global settings for the Company Code. These settings control the
transaction entry and the dependant controls in SAP. Financial accounting
requires the following basic settings:
Chart of Accounts (Explained in the earlier chapter)
Currency Settings
Fiscal year and fiscal year variant
Posting Periods
Document types
Document numbering
Posting keys

CURRENCY
1.2

The company code currencies will be configured as follows:

Company code
Currency

Currency
Key

MOBICA Integrated:industries

Egyption pound

EGP

MOBICA Carpentry

Egyption pound

EGP

WOOD and Steel

Egyption pound

EGP

IBS

Egyption pound

EGP

Company Code Name

1.3

MOBICA will define USD, Euro, British Pound,Soudi Rayal,Japaneis yein,

Emarites Dirham(AUD) , and Frank (CHF), in relation to the EGP Factors for all
currency translations maintained in the system. Users can also enter appropriate
exchange rate for conversion of each foreign currency into EGP. Otherwise the
system will convert on the basis of the last translation rate maintained in the
system. Foreign Currency translation rates need to be revised periodically.

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FISCAL YEAR AND FISCAL YEAR VARIANT

1.4

Fiscal year variant identifies financial transactions related to a financial year. The
financial year of MOBICA is January to December. The fiscal year variant will be
defined as K4 in the system that have 12 normal periods i.e. from January to
December & 3 special periods for financial closing.

POSTING PERIODS
1.5

Posting period means monthly period of fiscal year i.e. period within a fiscal year
for which transaction figures are updated. Every transaction that is posted is
assigned to a particular posting period. The transaction figures are then updated
for this period.

1.6

Mobica will have 12 normal periods & 3 special periods. The first period for the
fiscal year will be January and the twelfth period will be December. The four extra
periods are special periods provided in the system for accounting year-end
closing and adjustment entries.

DOCUMENT TYPES
1.7

The document type determines the type of transaction and the account types to
be posted. The document type is entered in the document header and applies to
the whole document. The document type controls the following:
Document Numbering (external or internal)
Posting to Account Types (Assets, Debtors, Creditors, Materials and General
ledger accounts).

1.8

MOBICA has suggested the following document types which can be amended as
per the requirement:
Document Type

Description

AA

Asset posting

AB

Accounting document

AN

Net asset posting

BZ

Inter Bank Transfer

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Document Type

MOBICA

Description

CG

Cash Journal

C0

Cash Journal other

DA

Customer document

DG

Customer credit memo

DR

Customer invoice

DZ

Customer payment

KA

Vendor document

KG

Vendor credit memo

KR

Vendor invoice

KZ

Vendor payment

RV

Billing Document transfer

SA

G/L account document

SV

Salary Payments

TD

With holding tax

WA

Goods issue

WE

Goods receipt

WI

Inventory document

WL

Goods issue/delivery

WN

Net goods receipt

CB

Cash Book

PM

Provision Monthly

PQ

Provision Quarterly

PY

Provision Yearly

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POSTING KEYS
1.9

Posting Key controls Debit or Credit account indicator for each line item. The
posting key also describes the type of transaction that is entered in a line item
and allowable account type, which will be entered for the respective line item.

1.10

Posting keys are defined at client level in ECC5 system. The predefined posting
keys would be used wherever applicable. Posting keys, controls property at the
entry of the line item level. Following are the standard SAP posting keys which
will be used for MOBICA.
Posting keys

Transaction

Debit/Credit Account
Types

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01

Invoice

02

Reverse credit memo

03

Bank Charges

04

Other receivables

05

Outgoing Payment

06

Payment Difference

07

Other clearing

08

Payment clearing

09

Special G/L debit

11

Credit memo

12

Reverse invoice

13

Reverse Charges

14

Other payable

15

Incoming Payments

16

Payment Difference

17

Other Clearing

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Posting keys

MOBICA

Transaction

Debit/Credit Account
Types

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Payment clearing

19

Special G/L credit

21

Credit memos

22

Reverse invoice

24

Other receivable

25

Outgoing payment

26

Payment Difference

27

Clearing

28

Payment Clearing

29

Special G/L debit

31

Invoice

32

Reverse Credit Memo C

34

Other payable

35

Incoming payment

36

Payment Difference

37

Other clearing

38

Payment clearing

39

Special G/L credit

40

Debit entry

50

Credit entry

70

Debit asset

75

Credit asset

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DOCUMENT NUMBERING
1.11

In the SAP System, every document is assigned a number that identifies it

uniquely within a fiscal year and company code. The number ranges are
assigned to the document types. The number ranges will be fiscal year specific &
internal i.e. the document number will be generated automatically by the system
in sequential order.

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GENERAL LEDGER ACCOUNTS

OVERVIEW
2.1

G/L accounting provides a comprehensive picture for external accounting and

accounts. Essentially, the general ledger serves as a complete record of all
business transactions entered into the SAP system. It is the centralized, up-todate reference for the rendering of accounts. Actual individual transactions can
be checked at any time in real-time processing by displaying the original
documents, line items and monthly debits and credits at various levels such as:
Account
Journals
Summary of monthly debits and credits (balances)
Balance sheet/profit and loss evaluations
Other analysis

2.2

General Ledger has the following features:

Free choice of level: corporate group or company
Automatic and simultaneous posting of all sub-ledger items in the appropriate
general ledger accounts (reconciliation accounts)
Simultaneous updating of general ledger and cost accounting areas
Real-time evaluation of and reporting on current accounting data, in the form
of account displays, financial statements with different financial statement
versions and additional analyses.
Multiple currencies handling (foreign vendor accounts can be maintained in
the vendors currency).

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MASTER DATA MAINTENANCE

2.3

The G/L account master records control the posting of accounting transactions to
G/L accounts and the processing of the posting data

2.4

Master records for each account needs to be created and maintained in the
system. The master data contains information that controls the entry of business
transactions in an account and the processing of data to that account.

2.5

Within master data processing, accounts are defined so that they can be updated
by postings in other module of SAP like HR, MM & SD.

2.6

The chart of accounts contains general specifications for the G/L account master
record. Each company code uses only one chart of accounts. Specific Chart of
Accounts (9000) will be created for MOBICA.

2.7

G/L account master record processing will enhance the efficiency in executing
the following activities:
Management of master record (G/L Accounts) -creation and maintenance.
Blocking of accounts from postings on a temporary basis.
Updating the transactions of other modules to the General Ledger.

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Line Item Reporting and/or Balance-Only reporting.

General Ledger Master Data Segments
2.8

G/L account master records are divided into two areas so that company codes
with the same chart of accounts can use the same G/L accounts.
Chart of Accounts Area: The chart of accounts area contains the data that is
valid for all company codes, such as the account number. The fields that must
be filled /selected while creating masters are as follows:
q

Account Group

P&L statement / Balance Sheet

Company code specific area

The company code specific area contains data that may vary from one
company code to another, such as the currency in which the account may be
posted.
2.9

This data controls entering and processing of business transaction data in the
appropriate account as well as management of account within a company code.
The fields that must be filled /selected while creating masters are as follows:
Currency
Reconciliation Account for Account Type
Open Item Management Line Item Display
Field Status Group.

Account Group
2.10

Account group is a logical grouping of accounts, which have similar properties.

The Account code of an account depends upon the number range that is
assigned to that Account group. The account group determines the function of
the fields available at the time of GL master creation.

2.11

Mobica Account Groups:

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MOBICA Accounts Groups

100000
110000
120000
121000
130000
140000
141000
150000
151000
160000
161000
200000
210000
250000
270000
300000
300000
340000
370000
396000
400000
420000
440000
465000
470000
480000
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109999
119999
120999
124999
139999
140999
149000
150999
159999
160999
161999
299999
210999
250999
279999
399999
329999
369999
399999
397999
419999
439999
464999
469999
479999
480999

FIXED Assets
Assets Under Construction
Investements
Inventory
Letter of Credits
Creditors
Other Creditors
Sister Companies
Banks
Revenues Box
Expenses Box
Liablities and Equity
PROVISIONS
Debitors
Other Debitors
Expenses
Operational Expenses
Marketing Expenses
Administartion Expenses
Operations Costs
Local Revenues
Returns
Discounts
Forign Revenues
Other Revenues
Differences

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Field Status Group

2.12

Field status group controls the fields of the screen which needs to be
suppressed, Display, required or optional entry at the time of data entry. For
many General ledger accounts the same fields need to be entered while posting
transactions which can be achieved by defining field status groups for a group of
G/L accounts. Many field status groups are grouped under a field status variant
which is assigned to a company code. Field status group is not defined for
customer and vendor accounts. The status of a field for postings to these
accounts is determined via the reconciliation accounts of the vendors or
customers.

2.13

SAP Standard Field status groups will be retained and used. Field status
definition of the above field status groups will be fine tuned as per user
requirements and base design.
Field Status

Field Status Description

Variant

Group

0001

G001

General (with text, allocation)

0001

G003

Material consumption accounts

0001

G004

Cost accounts

0001

G005

Bank accounts (obligatory value date)

0001

G006

Material accounts

0001

G007

Asset accts (w/o accumulated deprecation)

0001

G008

Assets area clearing accounts

0001

G009

Bank accounts (obligatory due date)

0001

G011

Clearing accounts (with settlement per.)

0001

G012

Receivables/payables clearing

0001

G013

General (obligatory text)

0001

G014

MM adjustment accounts

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Field Status

Field Status Description

Variant

Group

0001

G017

Freight/customs provisions/clearing (MM)

0001

G018

Scrapping (MM)

0001

G019

Other receivables/payables

0001

G023

Plant maintenance accounts

0001

G025

Inventory adjustment accounts

0001

G026

Accounts for down payments made

0001

G029

Revenue accounts

0001

G030

Change in stock accounts

0001

G031

Accounts for down payments received

0001

G032

Bank accounts (obligatory .value/due dates)

0001

G033

Cost accounts for external services

0001

G036

Revenue accts (with cost center)

0001

G039

Accts for payments on acct made for assets

0001

G040

Personnel clearing accounts

0001

G041

Tax office clearing accounts

0001

G045

Goods/invoice received clearing accounts

0001

G049

Manufacturing costs accounts

0001

G050

Central control clearing accounts

0001

G052

Accounts for fixed asset retirement

0001

G056

Amortization accounts

0001

G059

Inventory accounting material stock acct

0001

G062

Investment support accounts

0001

G064

Other cost accounts (obligatory text)

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Field Status

Field Status Description

Variant

Group

0001

G067

Reconciliation accounts

0001

G072

Cost accounts - PA segment

0001

ICCF

CO <-> FI reconciliation posting

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GENERAL LEDGER POSTING

OVERVIEW
3.1

The system uses the document principle as its reference for entering and posting
business transactions. Each business transaction is stored as a document form
within the system till it is archived. The following common documents will be used
within the General Ledger posting area:
Adjustment entries.
Banking and Cash Transactions.
Provision Postings.
Other G/L Transactions

3.2

The document header contains information that applies to the entire document,
such as the document type, date and number. The document number will be
assigned internally.

3.3

The line item only contains information, which is specific to that line item. It
always has an amount and one account number. It may also contain other
specifications, such as the terms of payment, a cost center or an explanatory
text, depending on the posted transaction. The posting of general ledger
transactions shall be handled at all locations and at the corporate office.

3.4

The following functions will be used to process GL documents:

PARKED DOCUMENTS
3.5

The feature of parked document may be used in various operating scenarios

such as:
A user does not know a part of the inputs to be entered in the document
A document needs to be approved or changed if required by an approving
authority.

3.6

Document parking can be used to enter and store (park) incomplete documents
in the SAP System without carrying out extensive entry checks. Parked
documents can be completed, checked and then posted at a later date. Parking

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documents does not update any data in the system, such as transaction figures.
In case of a parked document, the amounts, account codes may be changed till it
is posted. However document date, cannot be changed. Posting date may be
changed at the time of posting the document.
3.7

The advantage of parking documents is that the data in the documents can be
evaluated online for reporting purposes from the moment they are parked rather
than having to wait until they have been completed and posted. Parked invoices
can be blocked from future processing.

3.8

The facility of parked documents will be used in MOBICA.

RECURRING ENTRIES
3.9

Recurring Documents are created for processing transactions that are of routine
and repetitive nature. In all the locations of MOBICA, entries at specific intervals
are passed with regard to:
Rent
Insurance

3.10

A recurring document needs to be created as a reference document. For every

recurring entry, a first run date and repeat run timeframe need to be given. At any
point of time, recurring entries pertaining to a specified period may be processed
using options of periodic processing.

3.11

Alternatively, a time schedule for processing these transactions may be entered

and the system would automatically carry out the processing of such
prescheduled transactions.

ACCOUNT ASSIGNMENT MODELS

3.12

The Account Assignment Model is used for repeated transactions of similar

nature, standard allocation entries etc. An account assignment model needs to
be created as a reference transaction. At the time of creation of a model, Debit
and Credit line items may be entered. The model entry need not be a balanced
entry. The line items can be modified/changed by the users. The users can then
create these Models from time to time. An account assignment model may be

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created using absolute amounts or for proportions for a combination of a specific

account codes with or without other assignments such as cost centre etc.
DOCUMENT REVERSALS
3.13

A Document can be reversed in financial accounting if the following conditions

are fulfilled.
The original transaction has originated in financial accounting
There are no cleared items
The line items contain only G/L, Debtors and Creditors

3.14

Document Reversal may be used for reversal of a general ledger transaction in

error, however not for an accounting entry posted from Asset Accounting or other
module. A reason code can be set and assigned to a reversal document. In case
of MOBICA all document types, which can be reversed, will have a reversal
document type.The documents, which have been posted due to error, should be
reversed in the same period (month) if the posting period is open. In case where
the period is not open then it has to be posted to the current period.

SAMPLE DOCUMENTS
3.15

Sample documents can be used as reference documents entered specifically for

this purpose. Sample documents have a separate number range. The system
stores the document when a sample document is entered and posted but does
not update any transaction figures.

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4
4.1

MOBICA

MAINTENANCE OF ACCOUNT BALANCES

When a business transaction is posted to accounts, the system automatically

updates the account balance. It is therefore possible to view the account balance
and line items for the account.

4.2

An account balance shows the:

Opening balance (carry forward balance from the previous year)
Total of all transactions per posting period, broken down into debits and
credits (transaction figures)

4.3

Using these figures the system also calculates the:

Balance per posting period
Accumulated balance of the account

4.4

In addition to the above balances, the system displays the gross turnover per
period for each account. Account balances are also comprised of the balances
resulting from special G/L transactions such as advance and down payments.

4.5

Account balances can also be viewed in document amounts posted in foreign

currency & the respective local currency. In case the account is displayed on the
system online then the following details need to be displayed:
Posting date
Cost centre
Reference
Currency
Clearing document in case of cleared items

CLEARING OF ACCOUNTS
4.6

Account clearing process is used to clear open items in an accounts. Clearing

process is used to clear one or more open line items within one account. On
clearing open items, system will create a clearing document. E.g. vendor
payment can be cleared against vendor invoice posting. MOBICA will use

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clearing only if the open items are not cleared for some reason at the time of
posting.
4.7

Manual Clearing: can be done in two ways:

Partial Clearing
Residual Clearing

Partial Clearing
4.8

Partial Clearing will be used where a part payment is made for a vendor open
item. For example - There is a vendor invoice of SAR 10,000/-. A part payment
for SAR 5000/- is made for the invoice.

4.9

If the Partial Clearing is used, system will post a line item in debit for the payment
made. The system however, will not clear the invoice till the entire invoice
amount is cleared & all line items are shown as open items.

Residual Clearing
4.10

Residual clearing is also used for clearing open items in case of part payment
etc.

4.11

Considering the above example, In case of residual clearing R/3 system clears
the open line item to the extent of EGP 5000/- and generates a new line item for
the balance payable of EGP 5000/-. The default baseline date for the new
document would be Residual document date; however, the date may be changed
to any other dated.

4.12

During the clearing, the residual amount i.e. the balance amount needs to be
entered against the original open item.

Automatic Clearing
4.13

Clearing of line items in case of certain accounts e.g. bank sub-account will also
be possible based on certain criterias. The following criteria will be used for
clearing the line items.
Account Type like Debtors, Vendor, Material, General Ledger and Asset

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Business Blueprint

MOBICA

Account code
4.14

The following are the transactions where account clearing will be utilized by
MOBICA:
Goods received Invoice received (GRIR): When a goods receipt is entered, it
is posted to the GR/IR account. When the invoice is posted to a vendor, it is
matched with the goods receipt and Purchase Order, and an offset is posted
to the GRIR account. The clearing process will clear the offsetting open items
automatically, based on a maximum of four user criteria.
Tax Deducted at Source accounts: These accounts need to be cleared
against actual amount paid to the authorities on the due dates. This exercise
of clearing of the EWT account will be done manually

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