MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

SAP Implementation At Municipal Corporation Greater Mumbai

Finance & Controlling

Participant Name:___________________________________

MCGM_FICO1.pdf

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 1 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

.
30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 2 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

TABLE OF CONTENTS.............................................................................................................................. 7 PUBLIC SECTOR MANAGEMENT .......................................................................................................... 7 1.0 Fund Center............................................................................................................................................. 7 2.0 Commitment Item ................................................................................................................................. 13 3.0 Functional Area..................................................................................................................................... 18 4.0 Fund ...................................................................................................................................................... 22 5.0 Create Account Assignment Derivation. .............................................................................................. 27 6.0 Budget Document Entries ..................................................................................................................... 31 7.0 Closing Procedures ............................................................................................................................... 44 8.0 Budget Reports...................................................................................................................................... 58 GENERAL LEDGER ................................................................................................................................. 70 1.0 General Ledger...................................................................................................................................... 70 1.1 Create General Ledger .......................................................................................................................... 70 1.2 Change G/L Account ............................................................................................................................ 75 2.0 Cash Journal accounting ....................................................................................................................... 78 3.0 Document Reversal ............................................................................................................................... 82 4.0 Journal voucher posting ........................................................................................................................ 85 5.0 Account clearing process ...................................................................................................................... 88 6.0 Financial Statements ............................................................................................................................. 90 6.1 Balance Sheet........................................................................................................................................ 91 6.2 Trial Balance......................................................................................................................................... 93 ACCOUNTS PAYABLE............................................................................................................................ 97 1.0 Vendor Master ...................................................................................................................................... 97
30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 3 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

1.1 Vendor Master Creation........................................................................................................................ 97 1.2 Vendor Master Change ....................................................................................................................... 104 1.3 Vendor Master Blocking..................................................................................................................... 107 2.0 FI Invoice Booking ............................................................................................................................. 110 2.1 Invoice Creation through FI.............................................................................................................. 110 2.2 Invoice Creation (For purchases through MM module) ..................................................................... 113 3.0 Parking of Documents......................................................................................................................... 118 4.0 Removal of Payment Block ................................................................................................................ 122 5.0 Payment to vendor .............................................................................................................................. 123 6.0 Creation and Submission of ECS File................................................................................................. 132 7.0 Withholding Tax Accounting.............................................................................................................. 140 7.1 TDS Certificate Processing................................................................................................................. 143 8.0 Advance to Vendors............................................................................................................................ 152 9.0 Security deposit in form of Bank guarantee........................................................................................ 156 10.0 Security deposit in form of Check/ DD ............................................................................................ 159 11.0 Credit Memo posting ........................................................................................................................ 164 12.0 Refund Procedure.............................................................................................................................. 167 13.0 Check Management .......................................................................................................................... 172 13.1 Check Register .................................................................................................................................. 172 13.2 Cancellation of Check....................................................................................................................... 175 13.3 Maintaining Check Lots.................................................................................................................... 178 13.4 Renumbering Checks ........................................................................................................................ 183 ACCOUNTS RECEIVABLE ................................................................................................................... 187 1.0 Customer Master................................................................................................................................. 187 1.1 Create Customer Master ..................................................................................................................... 187 1.2 Change Customer Master.................................................................................................................... 190
30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 4 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

2.0 Blocking/Unblocking.......................................................................................................................... 195 2.1 Customer Master Blocking ................................................................................................................. 195 3.0 Sales accounting.................................................................................................................................. 199 3.1 Scrap sales accounting ........................................................................................................................ 199 3.2 Collection Accounting ........................................................................................................................ 201 ASSET ACCOUNTING ........................................................................................................................... 205 1.0 Asset Master........................................................................................................................................ 205 2.0 Asset Acquisition ................................................................................................................................ 219 3.0 Asset Transfer ..................................................................................................................................... 223 4.0 Asset Retirement................................................................................................................................. 228 5.0 Closing Procedures ............................................................................................................................. 231 COST CENTER ACCOUNTING ............................................................................................................ 243 1.0 Cost Center.......................................................................................................................................... 243 1.1 Create Cost Center .............................................................................................................................. 243 1.2 Change Cost Center ............................................................................................................................ 248 2.0 Cost Center Group .............................................................................................................................. 252 2.1 Create Cost Center Group ................................................................................................................... 252 2.2 Change Cost Center Group ................................................................................................................. 256 3.0 Cost Element....................................................................................................................................... 260 3.1 Create Cost Element -Primary ............................................................................................................ 260 3.2 Create Cost Element -Secondary ........................................................................................................ 265 3.3 Change Cost Element –Primary & Secondary .................................................................................... 270 4.0 Cost Element Group............................................................................................................................ 275 4.1 Create Cost Element Group ................................................................................................................ 275 4.2 Change Cost Element Group............................................................................................................... 279 5.0 Activity Type ...................................................................................................................................... 283
30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 5 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

5.1 Create Activity Type........................................................................................................................... 283 5.2 Change Activity Type ......................................................................................................................... 287 6.0 Statistical Key Figure.......................................................................................................................... 291 6.1 Create Statistical Key Figure .............................................................................................................. 291 7.0 Activity Price ...................................................................................................................................... 295 7.1 Planning Activity Price ....................................................................................................................... 295 8.0 Statistical Key Figure Value ............................................................................................................... 300 8.1 Planning Statistical Key Figure Value ................................................................................................ 300 9.0 Manual Reposting of Cost .................................................................................................................. 304 10.0 Distribution of Overhead Costs......................................................................................................... 307 10.1 Creation of Assessment Cycle (Rule) ............................................................................................... 308 10.2 Executing Assessment Cycle (Rule) ................................................................................................. 312

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 6 of 314

MCGM TABLE OF CONTENTS PUBLIC SECTOR MANAGEMENT 1. Comments The code is to be given following the coding convention. and so on.1 Procedural Steps Access Create Funds Center Master transaction by: Via Menus SAP Menu Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Funds Center Individual Processing Create Via Transaction Code FMSA 1. projects.2. enter information in the fields as specified in the table below: Field Name Funds Center Description New Organizational Unit to be created as Funds Center R/O/ C R User Action and Values Give a suitable code as per coding scheme. areas of responsibility. On screen “Create Funds Center in FM Area”. A funds center represents the organization unit for which budget needs to be assigned and monitored.9. 1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 7 of 314 .1 Create Funds Center Trigger: There is a business need to individually create a new funds center Business Process Procedure Overview END USER DOCUMENTATION FINANCE & CONTROLLING 1 Within the organizational unit. 30. the funds centers represent the structural grouping into departments.0 Fund Center 1.

30.9. enter information in the fields as specified in the below table: Field Name Description R/O/ User Action and Values Comments C Name Funds center name R Give suitable name (Name can be up to 20 characters long) Description Funds Center description R Give a detailed description in the same way as name (Long Text can be up to 40 characters long) Company code Company code for the funds R Give “MCGM” center Business Area Enter business area to O Select the drop down arrow to which the cost center select the proper Business belongs area depending on Business unit. 1.1.0 Page 8 of 314 .3.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Funds Center Create”.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1.0 Page 9 of 314 .9.4 On screen “Funds Center Create”.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1. select tab for Hierarchy: Field Name Hierarchy Variant R/O/C R User Action and Values Enter “001” Standard Funds Center Hierarchy Variant Comments 30.

9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Save data by clicking button Message will appear – Funds center XXXXXXXX successfully saved.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 10 of 314 . 30.

END USER DOCUMENTATION FINANCE & CONTROLLING 1 Business Process Procedure Overview You can change the Funds center Master Record data.MCGM 1.0 Page 11 of 314 . enter the changes needed to be carried out. but the name of the funds center and FM Area assignment cannot be changed (Alphanumeric).2.9. Procedural Steps Access Change Funds Center Master transaction by: SAP Menu Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Funds Center Individual Processing Change FMSB Field Value/Comments Via Menus Via Transaction Code Input – Required Fields Funds Center 1. 1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 30. On screen “Funds Center Change”. button.2. Save data by clicking Message will appear – Funds center XXXXXXXX successfully saved.2.1.2 Change Funds Center Trigger: There is a need to individually change a Funds center.

0 Page 12 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Procedural Steps Access Change Funds Center Master transaction by: SAP Menu Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Funds Center Individual Processing Display FMSC Via Menus Via Transaction Code 1.2. Input – Required Fields Funds Center Field Value/Comments 1. details of the master is displayed.3. Business Process Procedure Overview You can display the master data of Funds center.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1.1.9. On screen “Funds Center Display”. 30.3 Display Funds Center Trigger: There is a need to individually display a Funds center. Press F3 to back or Shift+F3 to exit the screen.3.

1 Create Commitment Item Trigger: There is a business need to individually create a new commitment item.1. Comments Field Name Commitment Item Click the create button to go to the next screen.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 2.1. Access Create Commitment Item Master transaction by: SAP Menu Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Commitment item Individual Processing Create FMCIA Via Menus Via Transaction Code 2. Procedural Steps 2.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Commitment items represent the functional grouping of expenditures and revenues within a financial management area. On screen “Edit Commitment Item”.9. enter information in the fields as specified in the table below: Description New budget head which needs to be maintained in system R/O/ C R User Action and Values Give a suitable code as required.0 Page 13 of 314 . Business Process Procedure Overview A commitment item represents budget head under which Budget estimate is to be prepared and allotment is given. 30.0 Commitment Item 2.2.

0 Page 14 of 314 .3.9. On screen “Create Commitment Item”. enter information in the fields as specified in the below table: Field Name Name Description Description Name for the commitment Item R/O/ C R User Action and Values Give suitable name (Name can be up to 20 characters long) Give a detailed description in the same way as name (Long Text can be up to 40 characters long) Enter “30” in this field.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 2. expense or revenue.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Enter “3” for expenses/outflows and “2” for revenues. R R Financial Transaction Commitment Item Category 30. Comments Description for commitment R items Financial transaction for the commitment item This field specifies type of item i.1.e.

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

Save data by clicking

button

Message will appear – Commitment item XXXXXX successfully saved.

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 15 of 314

MCGM
2.2 Change Commitment Item Trigger: There is a need to change an individual Commitment Item.

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

Business Process Procedure Overview The function allows you to make the changes to the Master Data provided no values posted to that Item. Master can also be deleted at this process.

2.2.1.

Procedural Steps Access Change Commitment Item Master transaction by: SAP Menu Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Commitment item Individual Processing FMCIA Field Value/Comments Mention the Commitment item to be changed

Via Menus Via Transaction Code Input – Required Fields Commitment Item

2.2.2.

On screen “Edit Commitment Item”, click the button

pencil to make the changes.

Save data by clicking

Message – Commitment Item XXXXXX is saved successfully.

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 16 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

2.3 Display Commitment Item Trigger: There is a need to Display an individual Commitment Item. Business Process Procedure Overview The function allows you to Display the Master Data Procedural Steps Access Change Commitment Item Master transaction by: SAP Menu Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Commitment item Individual Processing Display FMCIC

2.3.1.

Via Menus

Via Transaction Code

Input – Required Fields Commitment Item

Field Value/Comments

2.3.2. On screen “Edit Commitment Item”, click the Shift F3 to exit the screen.

Glass to Display and Press F3 to go back or

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 17 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

3.0 Functional Area
3.1 Create Functional Area
Trigger: There is a business need to individually create a new Functional Area. Business Process Procedure Overview The functional area maps the functional structure such as public safety, town planning and so on, especially the expenditures of an organization, FM area. It describes how the funds are used.

3.1.1

Procedural Steps Access Create Functional Area Master Transaction by: SAP Menu Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Functional Area Process Functional Area FM_FUNCTION

Via Menus Via Transaction Code

3.1.2 On screen “Create Functional Area”, enter information in the fields as specified in the table below: Field Name Description R/O/ User Action and Values Comments C Functional Area New Functional Area which R Give a suitable code as needs to be maintained in required. system Click Create Button.

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 18 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

3.1.3 On screen “Create Functional Area”, enter information in the fields as specified in the below table: Field Name Functional Area Text Valid from Valid to Description Name for the Functional Area Date from when the Functional area to be used Date till when the Functional area to be used R/O/ C O O O User Action and Values Give suitable name (Name can be up to 25 characters long) Mention the date as required Mention the date as required. Comments

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 19 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

Save data by clicking

button

Message will appear – Functional Area XXXXXX has been saved.

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 20 of 314

0 Page 21 of 314 . Business Process Procedure Overview The functional area maps the functional structure such as public safety. This Process allows you to change the master data.3. especially the expenditures of an organization (FM area).2.2 On screen “Process Functional Area”. the validity period can be changed only if no posting made to it.1 Access Change Functional Area Master Transaction by: SAP Menu Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Functional Area Process Functional Area FM_FUNCTION Via Menus Via Transaction Code 3. Procedural Steps 3.2 On screen “Process Functional Area”.1 Via Menus Via Transaction Code 3.3.2. Save data by clicking button Message will appear – Functional Area XXXXXX has been saved. town planning and so on). town planning and so on. press the pencil to do the changes.9. press the back or Shift+F3 to exit from the screen. It describes how the funds are used. Procedural Steps Access Display Functional Area Master Transaction by: SAP Menu Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Functional Area Process Functional Area FM_FUNCTION 3. FM area.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team glass to display and press F3 to go Version: 1.2 Change Functional Area Trigger: There is a business need to individually change/delete a Functional Area.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 3. especially the expenditures of an organization. It describes how the funds are used. 3.3 Display Functional Area Trigger: There is a business need to individually display a Functional Area. 30. Business Process Procedure Overview The functional area maps the functional structure (such as public safety.

0 Page 22 of 314 . END USER DOCUMENTATION FINANCE & CONTROLLING 1 Business Process Procedure Overview Funds represent financial resources that are provided for a specific purpose by a sponsor and managed separately.2. On screen “Create Fund – Basic Screen”.9.MCGM 4. Comments Click Button.1.1 Create Fund Trigger: There is a business need to individually create a Fund.1. Procedural Steps Access Create Fund Master Transaction by: 4. 30. enter information in the fields as specified in the table below: Field Name Fund Description New Fund which needs to be maintained in system R/O/ C R User Action and Values Give a suitable code as required.0 Fund 4.1 Via Menus SAP Menu Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Fund Create Via Transaction Code FM5I 4.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. This enables the exact source of the funds to be determined.

9.0 Page 23 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

0 Page 24 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 4. enter information in the fields as specified in the below table: Field Name Name Description Description Name for the Fund Description for Fund R/O/ C R R User Action and Values Give suitable name (Name can be up to 20 characters long) Give a detailed description in the same way as name (Long Text can be up to 40 characters long) Mention the date as required Mention the date as required.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. On screen “Create Fund – Basic Screen”. Press F4 for drop down Help. Comments Valid From Valid To Fund Type Date from when the Functional area to be used Date till when the Functional area to be used The funds can be grouped according to fund type to use for classification or reporting R R O 30.3.

2. make the changes and choose to save. On screen “Change Fund – Basic Screen”.0 Page 25 of 314 . 30. which is managed separately for a specific purpose. Business Process Procedure Overview Moneys provided by a financial source. 4.2.9. such as a public organization.2 Change Fund Trigger: There is a business need to individually change a Fund. Message will appear – Fund saved.1 Access Change Fund Master Transaction by: SAP Menu Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Fund Change FM5U Field Value/Comments Via Menus Via Transaction Code Input – Required Fields Fund 4.MCGM Save data by clicking button END USER DOCUMENTATION FINANCE & CONTROLLING 1 Message will appear – Fund XXXXXX saved.2. A name for the original budgets defined in an overall budget Procedural Steps 4.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. Enter the alphanumerical code of the fund and choose to Enter. Procedural Steps 4. Business Process Procedure Overview This Process allows the user to display the Master Data.3.2.0 Page 26 of 314 .1 Access Change Fund Master Transaction by: SAP Menu Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Fund Display FM5S Field Value/Comments Via Menus Via Transaction Code Input – Required Fields Fund 4.3 Display Fund Trigger: There is a business need to individually Display a Fund.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 4. Press F3 to go back orShift+F3 to exit the screen.3.

Business Process Procedure Overview In this activity. It is used to sequentially derive the values for FM account assignments from other account assignments.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM 5. as long as there is a logical dependency between them. you define your account assignment derivation. Here we are taking an example of Cost center/Cost Element Assignment. END USER DOCUMENTATION FINANCE & CONTROLLING 1 Trigger: For the system to derive fund center automatically. 5.1.known as the derivation strategy. Double click on the field “Cost Center/CE to Commitment Item/Funds Ctr/Fund/Function” field: 30. Each derivation step describes how a number of target fields can be filled from a number of source fields.1 Procedural Steps Access Create Fund Master Transaction by: Via Menus SAP Menu Accounting Public Sector Management Funds Management Master Data Use of Account Assignment Elements Process Account Assignment Derivation Via Transaction Code FMDERIVER 5. required Master data needs to be assigned to fund center. You can use account assignment derivation to automatically determine the values of FM account assignments from other account assignments.0 Create Account Assignment Derivation. On screen “Derivation Strategy for FM Object Assignment: Maintain Values”.0 Page 27 of 314 .1. The account assignment derivation consists of a sequence of derivation steps .2.9.

9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 28 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Derivation Strategy for FM Object Assignment: change Rule Values”.0 Page 29 of 314 . The Cost Element for which the assignment is to be made. enter the field values as defined in table: Field Name Controlling Area Cost Center Cost Element Date Commitment Item Funds Center Fund Functional Area Description MCGM The cost center for which the assignment is to be made.2006”. for eg Enter “01.9. Enter the value of cost center. Enter the value of Fund Enter the Functional Area Comments 30. Enter the date from when the derivation is valid Fund center to which Cost center/CE is to be assigned Fund center to which Cost center/CE is to be assigned Fund to which assignment to be made Functional Area to which assignment to be made R/O/ C R R R R R R R R User Action and Values Enter “MCGM”.04. Enter the value of the Commitment Item Enter the value of Fund center. Enter the value of cost element.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Save data by clicking Assignment is saved.0 Page 30 of 314 . button 30.9.

You must make such changes in a new entry document. enter information in the fields as specified in the table below: Description Characterizes the basic budgeting process used to post budget entry document This distinguishes the different ledgers that store the Budget Data. After posting an entry document. Comments Comments Field Name Value type Process Budget Category Document Type Budget Type Version Date Period For line item. A document number is assigned to a budget entry document by the system and provides proof of the processing of budget values.04. Procedural Steps Access Create Budget Entry Transaction by: SAP Menu Accounting Public Sector Management Funds Management Budgeting Budget Control System Entry Documents Create FMBBC 6.0 Page 31 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 6.1 Create Budget Entry Document: Business Process Procedure Overview Document which logs the entry of budget values in the Budget Control System (BCS).1 Via Menus Via Transaction Code 6.2006 ALL F4 help available for further types. only text information in the form of short and long texts can be changed.2006 Created on Description Prepared by: Sanjeev & Nathan SISL Consulting Team R/O/ User Action and Values Version: 1.0 Budget Document Entries 6. You can no longer make any changes to budget values or assign other attributes.1. Field Name 30.2. F4 help available for further types. This Classifies the Budget Entry Document and its Number Assignment Defines the purpose of the document R/O/ C R R R R R R Document Date Desired Periods of allocation R R User Action and Values Budget or Released Select from drop down Always Payment 1000 2000 0 01.1.9. On screen “Budgeting Workbench – Create Document”. normally 0 Can be allocating it to certain Periods too. For the first Version.

9. 30.MCGM Fund Funds Center Commitment Item Functional Area Amount Distribution Key Text C R R R R R R O 10 100010000 110000000 001010000 175000000 1 Desired END USER DOCUMENTATION FINANCE & CONTROLLING 1 Key for distributing plan values on periods according to various criteria Verify the data entered by pressing F7 or and save the document .0 Page 32 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

MCGM Via Transaction Code ZF002 6.9. functional area and Fund for each commitment item.2 Create Budget Entry Document This is the procedure will be followed in MCGM for the Budget Upload Process.0 Page 33 of 314 . The budget shall be set at Fund center. 6.2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2.1) Creation of Budget: Access the Program for uploading the Budget Data . On the Program for uploading the Budget Data – MCGM screen enter the information in the fields as specified in the table below: 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 6.

30. After execution of program successfully.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Financial Management Area Value Type Budgeting Process Budget Category Entry Document Type Fiscal year Budget Type Version Document Date Fund Fund Center Line Item text File Details Description MCGM B1 Enter 9F 1000 2006 2000 0 Enter suitable date Comments Default Default Default Default Default Default Default Normally Final Version is 0 Default Enter required Fund Enter required Fund center Enter suitable text Select the excel upload file template Click the Execute icon to post the document.9.0 Page 34 of 314 . the document no. for the budget uploaded is displayed.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

Access the “Display Entry Document” transaction by: Accounting Public sector Management Funds Management Budgeting Budget Control System Entry Document Display.1.3 Budget Document Display: The budget document can be displayed as under 6.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Expected Result: Budget document is created without any errors. 6. FMEDD Via Menu Via Transaction Code 6.0 Comments Page 35 of 314 .9.3.2.3. On the Display Entry Document: Selection screen enter the information in the fields as specified in the table below: Field Name Financial Mgt Area 30.2006 Created on Description MCGM Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

0 Page 36 of 314 . 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM Field Name Document Year Entry Document Number Description 2006 Enter the document number uploaded END USER DOCUMENTATION FINANCE & CONTROLLING 1 Comments Click ‘watch’ sign on top left or F8. All transactions that have taken place will be displayed. Expected Result: The document displays correct line items as required.9.

1 Procedural Steps Access Create Fund Transfer Transaction by: SAP Menu Accounting Public Sector Management Funds Management Posting Funds Transfer Create FMWA Via Menus Via Transaction Code 6.2.MCGM 6.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.4 Create Funds Transfer END USER DOCUMENTATION FINANCE & CONTROLLING 1 Trigger: Some additional budget is available one a fund center under one head and needs to be transferred to another head. to other Funds Management account assignments. Business Process Procedure Overview Using funds transfers you can transfer assigned funds which are in a particular Funds Management account assignment. enter information in the fields as specified in the table below: Field Name Document Type Document date Posting date Company Code Currency Description This Classifies the Budget Entry Document and its Number Assignment R/O/ C R R R R R User Action and Values Select ‘11’ from drop down Defaulted Defaulted MCGM INR Comments 30.4.4. On screen “Fund Transfer .Create Initial Screen”. 6.0 Page 37 of 314 .

Enter the total amount to be transferred. Page 38 of 314 . Receiver line item Enter the receiver fund center Enter the relevant budget Prepared by: Sanjeev & Nathan SISL Consulting Team R/O/ C R R R R R R R User Action and Values Select the radio button for sender item Enter the required fund center. Select this radio button for receiver line items. Field Name S Fund Center Commitment item Amount RS Fund Center Commitment 30.2006 Created on Description Sender line item Enter the sender fund center Enter the relevant budget head.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 For Line Item. Enter/select the relevant commitment item. Select/Enter relevant fund center.9.0 Comments . Enter the amount to be transferred. Enter/select the relevant Version: 1.

9. 30.0 Page 39 of 314 . Enter the required budget amount Verify the data entered by pressing Shift + F1 or and save the document .MCGM item Amount head. R END USER DOCUMENTATION FINANCE & CONTROLLING 1 commitment item.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Enter the amount allotted to the combination of fund center and commitment item.

0 Page 40 of 314 .9.Display Initial Screen”.5.5 Display Funds Transfer END USER DOCUMENTATION FINANCE & CONTROLLING 1 Trigger: Some additional budget is available one a fund center under one head and needs to be transferred to another head. On screen “Fund Transfer .2.1 Via Menus Via Transaction Code 6. 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. enter information in the fields as specified in the table below: Field Name Document Number Line item Description R/O/ C R O User Action and Values Comments Click for the document overview.MCGM 6. Business Process Procedure Overview Using funds transfers you can transfer assigned funds which are in a particular Funds Management account assignment. Procedural Steps Access Display Fund Transfer Transaction by: SAP Menu Accounting Public Sector Management Funds Management Posting Funds Transfer Display FMWC 6.5. to other Funds Management account assignments.

normally 0 Can be allocating it to certain Periods too. 6.6 Create Funds Supplement END USER DOCUMENTATION FINANCE & CONTROLLING 1 Trigger: For any of the budget.04. F4 help available for further types. Procedural Steps Access Enter Supplement transaction by: SAP Menu Accounting Public Sector Management Funds Management Budgeting Budget Control Systems Entry Documents Create FMBBC Via Menus Via Transaction Code 6.0 Page 41 of 314 .6. For the first Version.2 On screen “Budgeting Workbench – Create Document”.6. Business Process Procedure Overview The additional budget which was request from head quarters has been allotted and the same is updated in the system. additional budget was request and the same has been approved and allotted.2006 ALL F4 help available for further types. enter information in the fields as specified in the table below: Description Characterizes the basic budgeting process used to post budget entry document This distinguishes the different ledgers that store the Budget Data. This Classifies the Budget Entry Document and its Number Assignment Defines the purpose of the document R/O/ C R R R R R R Document Date Desired Periods of allocation R R User Action and Values Budget or Released Select Supplement from drop down Always Payment 2000 2000 0 01. Comments Field Name Value type Process Budget Category Document Type Budget Type Version Date Period 30. you can top up the budget in a funds center or commitment item by means of a Supplement.1. If the available funds are not sufficient.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM 6.9.

0 Page 42 of 314 .9.MCGM For line item. 30. Field Name Fund Funds Center Commitment Item Functional Area Amount Distribution Key Text Description R/O/ C R R R R R R O END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values 10 100010000 110000000 001010000 175000000 1 Desired Comments Key for distributing plan values on periods according to various criteria Click Enter Button.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

MCGM Verify the data entered by pressing F7 or and save the document END USER DOCUMENTATION FINANCE & CONTROLLING 1 Message will appear – Document XXXXXXXXX posted.0 Page 43 of 314 . 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

we recommend you do not carry out Funds Management closing operations until you have completed the closing operations in the other components. This means that changes made to documents in other components are not reflected in Funds Management after you have carried out the closing operations in Funds Management.0 Closing Procedures END USER DOCUMENTATION FINANCE & CONTROLLING 1 Trigger: As part of year end exercise. The commitment carry forward always reflects the current state of the data in the Funds Management systems. You use the closing operations to display budgets and assigned values for each period. Transaction Preliminary steps FMMC Commitments/Actuals FMJ2 Function Closing operations: close open commitment Funds Menu Path Preliminary steps → Close commitment FMJ2_D FMJ3 FMJ_DISPLAY Commitments/Actuals → Closing operations: Carrying forward Commitment carry forward open items Carry forward documents Carry forward documents by entry date Commitment carry forward  Carry forward documents by entry date Closing operations: Reverse carry forward Cmmt carry forward Undo of open items Display fiscal year change document Commitment carry forward → Display fiscal year change documents 7.MCGM 7.9. the commitment of Purchase orders are to be carry forwarded. which you must carry out in sequence.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. However. (For example. unused budget will lapse if not utilized in the same year. Note: The Budgets will not be Carried Forward.) The following transactions are available for carrying over open commitment and carrying forward balances: In order to call up individual programs choose Accounting → Public Sector Management Management Additional Functions Closing Operations Menu Path. You perform the closing operations in a series of steps. Open commitments are correctly reduced in the old fiscal year if you process them further in the new. Business Process Procedure Overview This component enables you to prepare and execute all activities for year-end closing: the transfer of open commitments (commitment carry forward) from old fiscal years to the new. there is no automatic link to the closing operations in other components.0 Page 44 of 314 .1 Close Open Commitments Trigger: FM Closing Operations: Closing Open Commitments 30. For this reason. a purchase order from 2006 can be reduced by an invoice arriving in 2007.

or earmarked funds) within Funds Management closing operations. purchase orders.1. This program closes open commitment by flagging the documents as complete.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Business Process Procedure Overview It may be necessary for an organization to close open commitments (such as purchase requisitions.Dependent Parameters Description R/O/ C R R O O O O R User Action and Values MCGM 2006 Comments Select the Purchase Order: Process Control R Select Test Run and Detail List We are carry forwarding only the purchase order open items.9.0 Page 45 of 314 . Procedural Steps Access Display Fund Transfer Transaction by: SAP Menu Accounting Public Sector Management Funds Management Additional Functions Closing Operations Preliminary Steps Close Commitments FMMC 7.2.1. Remove the Test run when you need to update the Run Execute by clicking or F8 30.1 Via Menus Via Transaction Code 7. On screen “Closing Operations – Close Open Items”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. enter information in the fields as specified in the table below: Field Name FM Area Fiscal Year Fund Fund Center Commitment item Functional Area Doc.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.0 Page 46 of 314 .

0 Page 47 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.

2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM 7.1 Via Menus Via Transaction Code 7.9. enter information in the fields as specified in the table below: Description R/O/ C R R R R R O User Action and Values MCGM 2006 51 MCGM Select Test Run and Detail List Comments Field Name FM Area Fiscal Year Value Type Company Code Test Run Block Documents We are carry forwarding only the purchase order open items.2 Carrying forward the Documents Trigger: Fiscal Year Change: Carry forward of Open Items END USER DOCUMENTATION FINANCE & CONTROLLING 1 Business Process Procedure Overview You can carry forward all open Funds Management commitments documents for an FM area and fiscal year to the next fiscal year using this program. If an error message occurs from the availability control. Availability Control R Check Execute by clicking or F8 30. Remove the Test run when you need to update the Run The document block ensures that no document changes and postings can be executed during the program run The assigned values are checked and updated.2 On screen “Year End Closing: Carry forward of Open Items”.2. the corresponding line items cannot be processed.0 Page 48 of 314 . Procedural Steps Access Carry Forward Documents Transaction by: SAP Menu Accounting Public Sector Management Funds Management Additional Functions Closing Operations Commitments/Actuals Commitment Carry Forward Carry Forward Documents FMJ2 7.

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 49 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 50 of 314

MCGM
7.3 Carrying forward the Documents Using Entry Date Trigger: Fiscal Year Change: Carry forward of Open Items

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

Business Process Procedure Overview You can carry forward all open Funds Management commitments documents for an FM area and fiscal year to the next fiscal year using this program. Procedural Steps Access Display Fund Transfer Transaction by: SAP Menu Accounting Public Sector Management Funds Management Additional Functions Closing Operations Commitments/Actuals Commitment Carry Forward Carry Forward Documents according to the Entry Date FMJ2_D

7.3.1

Via Menus

Via Transaction Code 7.3.2

On screen “Year End Closing: Carry forward of Open Items”, enter information in the fields as specified in the table below: Description R/O/ C R R R R R O User Action and Values MCGM 2006 51 MCGM Select Test Run and Detail List Comments

Field Name FM Area Fiscal Year Value Type Company Code Test Run Block Documents

We are carry forwarding only the purchase order open items. Remove the Test run when you need to update the Run The document block ensures that no document changes and postings can be executed during the program run The assigned values are checked and updated. If an error message occurs from the availability control, the corresponding line items cannot be processed.

Availability Control

R

Check

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 51 of 314

MCGM
Execute by clicking or F8

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 52 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 53 of 314

MCGM
7.4 Reverse the Carrying forward Documents Trigger: Fiscal Year Change: Resetting Carry forward of Open Items

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

Business Process Procedure Overview You can use this program to reset the carry forward of Funds Management commitment documents to the next fiscal year for an FM area and fiscal year. Procedural Steps Access Undo Carry Forward Transaction by: SAP Menu Accounting Public Sector Management Funds Management Additional Functions Closing Operations Commitments/Actuals Commitment Carry Forward Undo FMJ3

7.4.1

Via Menus

Via Transaction Code 7.4.2

On screen “Year End Closing: Undo Carry forward of Open Items”, enter information in the fields as specified in the table below: Description R/O/ C R R R R User Action and Values MCGM 2006 51 MCGM Comments

Field Name FM Area Fiscal Year Value Type Company Code

We are carry forwarding only the purchase order open items.

Test Run Block Documents

R O

Select Test Run and Detail List

Availability Control

R

Check

Remove the Test run when you need to update the Run The document block ensures that no document changes and postings can be executed during the program run The assigned values are checked and updated. If an error message occurs from the availability control, the corresponding line items cannot be processed.

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 54 of 314

1 Access Display Carry Forward Documents by: Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2006 Created on .5 Display the Carrying forward Documents Trigger: Fiscal Year Change: Display the Fiscal Year Change Documents Business Process Procedure Overview All fiscal year change documents that correspond to the selection criteria are displayed Procedural Steps 7.0 Page 55 of 314 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Execute by clicking or F8 7.9.5.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Mention it. User Action and Values MCGM 2006 51 9A 9A MCGM Purchase Orders Payment Budget Payment Budget Comments Field Name FM Area Sender Fiscal Year Value Type Sender Ledger Receiver Ledger Company Code FI doc.0 Page 56 of 314 .2 SAP Menu Accounting Public Sector Management Funds Management Additional Functions Closing Operations Commitments/Actuals Commitment Carry Forward Display FMJ_DISPLAY On screen “Display Fiscal Year Change Documents”. Mention it.MCGM Via Menus END USER DOCUMENTATION FINANCE & CONTROLLING 1 Via Transaction Code 7.Fisc Year Document Number FYC Document Number Execute by clicking or F8 30.9. If know the number.5.no. enter information in the fields as specified in the table below: Description R/O/ C R R R O O R O O O If know the number.

0 Page 57 of 314 .9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

for example. and the residual budget (that is.2 On screen “Budget Report: Selection”. This is particularly useful with very comprehensive datasets. budget still available) in your organization.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1 Access Budget Overview Transaction by: SAP Menu Accounting Public Sector Management Funds Management Information Systems Totals Records Budget Control Systems Budget Budget Overview FMRP_RW_BUDGET Via Menus Via Transaction Code 8.1.0 Budget Reports The information system is to analyze the business transactions relevant to Funds Management Government. to generate overviews of the budgets (such as approved and released budget). You can also run all reports available online in the background.9. 8.0 Page 58 of 314 .1. This means it is possible. budget usage (actual and commitment values). You can analyze all data interactively directly after entering it into the SAP System and trace its origin up to document level.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 8.1 Total Records – Budget Overview Business Process Procedure Overview Totals records reports evaluate totals records. enter information in the fields as specified below: Field Name Description R/O/ User Action and Values Comments C FM Area R MCGM Budget Category Version Fiscal Year Execute by clicking or F8 R R R 9F 0 2006 Payment Budget Original Version 30. The totals records provides you with a quick overview of the accumulated status of your data Procedural Steps 8.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.0 Page 59 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Exit the report by pressing back pop up appears to confirm your exit. Exit by pressing Yes.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 30.0 Page 60 of 314 .9.

2.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 8.2 On screen “Budget Consumption Overview”.1 Access Budget Consumption Overview Transaction by: SAP Menu Accounting Public Sector Management Funds Management Information Systems Totals Records Budget Control Systems Budget Overview of Budget Consumption FMRP_RW_BUDCON Via Menus Via Transaction Code 8. enter information in the fields as specified below: Field Name Description R/O/ User Action and Values Comments C FM Area R MCGM Budget Category Version Fiscal Year R R R 9F 0 2006 Payment Budget Original Version Execute by clicking or F8 30.2. The totals records provides you with a quick overview of the accumulated status of your data Procedural Steps 8.0 Page 61 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.2 Total Records – Budget Consumption Business Process Procedure Overview Totals records reports evaluate totals records.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 62 of 314 .

0 Page 63 of 314 . 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. Exit by pressing yes.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Exit the report by pressing back pop up appears to confirm your exit.

enter information in the fields as specified below: Field Name FM Area Fiscal Year Description R/O/ C R R User Action and Values MCGM 2006 01 From 2006 12 To Comments Execute by clicking or F8 30. All data which is entered up until the point of invoice receipt or invoice issue is commitment data.3 Line Items – Commitments and Funds Transfer Business Process Procedure Overview This reporting evaluates Commitment and Actual documents.0 Page 64 of 314 .3.1 Access Commitments and Funds Transfer Transaction by: SAP Menu Accounting Public Sector Management Funds Management Information Systems Line Items Commitments and Actuals Commitments and Funds Transfer FMRP_RFFMEP1OX Via Menus Via Transaction Code 8.2 On screen “Commitments: Line items by Document”.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 8. All other data is actual data Procedural Steps 8.9. such as purchase orders and purchase requisitions.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.3. Funds Management differentiates the data according to how advanced processing is in the system.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 65 of 314 .

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Exit the report by pressing back pop up appears to confirm your exit. 30. Exit by pressing yes.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.0 Page 66 of 314 .

Funds Management differentiates the data according to how advanced processing is in the system.4. All other data is actual data Procedural Steps 8.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 8.4. All data which is entered up until the point of invoice receipt or invoice issue is commitment data.9.2 On screen “Document Journal”. such as purchase orders and purchase requisitions.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1 Access Commitments and Funds Transfer Transaction by: SAP Menu Accounting Public Sector Management Funds Management Information Systems Line Items Commitments and Actuals All Postings FMRP_RFFMEP1AX Via Menus Via Transaction Code 8.0 Page 67 of 314 . enter information in the fields as specified below: Field Name FM Area Fund Funds Center Commitment Item Functional Area Fiscal Year Value Type Description R/O/ C R O O O O R O 2006 01 From 2006 12 To User Action and Values MCGM Comments Execute by clicking or F8 30.4 Line Items – Commitments and Funds Transfer Business Process Procedure Overview This reporting evaluates Commitment and Actual documents.

9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 68 of 314 .

30.0 Page 69 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 The drill down report is displayed above.9.

0 Page 70 of 314 . MRM will create a new account and communicate it to all concerned and the same are to be created centrally.0 General Ledger 1.1. Step II (Account creation analysis) – After receiving request. Access transaction by: Accounting > Financial Accounting > General Ledger > Master Records > G/L Accounts > Individual Processing > Centrally FS00 Via Menus Via Transaction Code 30. assets and liabilities under the head of accounts contained in chart of account of the enterprise on the basis of which profit and loss account as well as balance sheet can be prepared to submit the same to various authorities . Step I (Request for creation) .GL Account Requisition will be sent to Head office and once approved circular will be issued to that effect.1.This is possible if required GL account is created in system after proper approvals/ circulars.Once circular for permission to create new account is issued.9. Business Process Procedure Overview Steps for creating new GL account – Preliminary requirement (triggering point) .1 Create General Ledger Overview Trigger: The Enterprise has to post all transactions related to income. request to create new account in SAP can be sent to Master Record Maintenance (MRM) team in prescribed format.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. expenditure. Procedural Steps 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 GENERAL LEDGER 1.

9.2. enter information in the fields as specified in the table below: Tab 1 – Type/ description 30.0 Page 71 of 314 .1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1. On screen “Create General Ledger Account”.

Company code Suitable Account Group eg.MCGM Field Name G/L Account No Company code Click on Account group Click on P&L Statement Description –Short text Long text Press enter Description Suitable Account no.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.Control Data 30.120 Press radio button R/O/C R R R R R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values MCGM Comments Suitable Text for the R G/L Account Suitable Text for the R G/L Account or F8 to get accounting information tab page Tab 2 .0 Page 72 of 314 .

9.Create Bank/Interest tab 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 73 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Account currency Tax Category Posting without allowed Line item display Sort key Description R/O/C R INR Enter * to allow all R types of Taxes tax Tick the checkbox R Tick line item display 001 R User Action Comments and Values inr Tab 3 .

9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Field status group Description R/O/C Field status R group Go to GL Account and select Save option (Ctrl + S) User Action and Comments Values G001 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 74 of 314 .

enter information in the fields as specified in the table below: Tab page 1 – Type/ description 30.2 Change G/L Account Procedural Steps 1.0 Page 75 of 314 .1.9.2 On screen “Edit General Ledger Account”. Access transaction by: END USER DOCUMENTATION FINANCE & CONTROLLING 1 Via Menus Via Transaction Code Accounting > Financial Accounting > General Ledger > Master Records > G/L Accounts > Individual Processing > Centrally FS00 1.MCGM 1.2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2.

Company code R/O/C R R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values MCGM Comments Press Enter and then Click on Account group R Description –Short R text Long text O Press enter or F8 to get accounting information tab page Tab page 2 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM Field Name G/L Account No Company code Description Suitable Account no.0 Page 76 of 314 .9.Control Data 30.

Any New G.9.Create Bank/Interest END USER DOCUMENTATION FINANCE & CONTROLLING 1 Change the necessary fields and press Message will appear – Data saved .0 Page 77 of 314 . Also the necessary change must be made in financial statement version. Note: .L.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM Tab page 3 . 30. 2.1. Account created (Exp/Revenue) corresponding Cost element and commitment item has to be created before any posting is allowed in G/L Account.

Business Process Procedure Overview Cash journal functionality – Cash journal is used for posting all cash transaction and posted to respective GL account.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. following window will pop up. and green button indicates that accounting transaction is posted to GL account.9.0 Page 78 of 314 . Radio button on cash journal indicates status of accounting entry – Red button signifies that entry entered but not saved. a) Cash given to Ward Offices. select appropriate cash 30.1. Cash journal All cash transactions will be entered in cash journal.0 Cash Journal accounting Overview Trigger: END USER DOCUMENTATION FINANCE & CONTROLLING 1 Cash journal functionality will be implemented for recording all Cash book transactions.MCGM 2. orange button indicates saved entries. Access transaction by: Accounting > Financial Accounting > General Ledger > Posting > Cash Journal Posting FBCJ Via Menus Via Transaction Code Select cash journal book . b) Cash given to Garages. Procedural Steps 2. All transactions of the day or period will be recorded in cash journal including cash withdrawal from bank account and expenses. For this different business transactions will be created and respective GL accounts will be assigned.1.

2006 Created on Field Value/Comments Enter transaction number or Description. On screen “Cash Journal”.2. Enter Amount Enter G/L Account Bank.0 Page 79 of 314 Prepared by: Sanjeev & Nathan SISL Consulting Team . Customer or Vendor as the case may be Version: 1.1. enter information in the fields as specified in the table below: Enter following details in Cash payments tab / Cash receipts tab as the case may be Input – Required Fields Business transaction Amount G/L Account 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 2.9.

0 Page 80 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.Document status is Red For posting entry to GL account press to green from yellow or F6. Document status button will turn Cash journal updates balance screen once entry is saved 30.MCGM Account Assignment object Text Business area Functional Area Cost Center FM Area Fund Center Commitment Item END USER DOCUMENTATION FINANCE & CONTROLLING 1 Enter required account assignment like cost center Enter text (upto 50 characters) Enter required business area (required entry) Enter required Functional Area (required entry) Enter required Cost Center (required entry) Enter required FM Area (required entry) Enter required Fund Center (required entry) Enter required Commitment Item (required entry) Press Enter .

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 81 of 314 .9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

0 Page 82 of 314 . Original document entered by AO (Cash) will be reversed by CAO (Cash) Step 3 – For reversing original document senior authority will specify reversal reason in system. Business Process Procedure Overview Documents once posted will be reversible only after giving reversal reason.0 Document Reversal Trigger: Accounting document wrongly entered in system is required to be reversed. Reversal process will be executed as follows Step 1 – Identifying wrong document (Eg.9. Document once entered in SAP system is not modifiable completely. He will also specify reversal reason on original document. Thus wrong document created in system is to be reversed completely. posting date and document number. 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.g. Wrong document identified by auditors) Step 2 – Document to be reversed will be reversed by authority than the person who has entered original document in system.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 3. E.

MCGM Procedural Steps 3.1. On screen “Document Reversal”.9.1.0 Page 83 of 314 .1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2. Access transaction by: END USER DOCUMENTATION FINANCE & CONTROLLING 1 Via Menus Via Transaction Code Accounting > Financial Accounting > General ledger/ Accounts Receivable/ Accounts Payable > Document > Reverse > Individual Reversal FB08 3. enter information in the fields as specified in the table below: 30.

“O” = Optional. “C” = Conditional) Click on the ENTER button.0 Page 84 of 314 . Enter 01 (Note: On above table.9. Enter MCGM R Enter the fiscal year Enter the Reversal reason R R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Comments Enter the suitable .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM Field Name Document Number Company code Fiscal Year Reversal Reason Description R/O/C Enter the document number R to be reversed. 30. “R” = Required. document number code Enter 2006. in column “R/O/C”.

g.1. Access transaction by: Accounting > Financial Accounting > General Ledger > Posting > General Posting F-02 Via Menus Via Transaction Code 4. For example of JV transaction is Period end closing accounting e. With F-02 transaction you can also post to sub ledger (vendor.MCGM 4.2 On screen “Posting with clearing”. which are not directly accounted and no process is specified in transaction code. customer.). enter information in the fields as specified in the table below: 30.1.9.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 85 of 314 . Business Process Procedure Overview Transaction code F-02 is to be used for accounting journal voucher. provisions Procedural Steps 4.0 Journal voucher posting Overview Trigger: END USER DOCUMENTATION FINANCE & CONTROLLING 1 Journal voucher is required for the transaction.

2006 Created on Description Enter the document date Enter the posting Key R/O/C R R User Action and Values Comment Enter 40 for Debit .0 Page 86 of 314 Prepared by: Sanjeev & Nathan SISL Consulting Team . 50 for Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Document Date Posting Key 30.9.

Account END USER DOCUMENTATION FINANCE & CONTROLLING 1 Customer or GL R R R Enter 40 for Debit . Customer or GL Account Enter the GL account to be R debited or F8 to go to next page Enter the amount R Enter the suitable Cost R Center Simulate the document If OK then save the document 30.0 Page 87 of 314 .MCGM Account Press enter Amount Cost Center Posting Key Account Press enter Amount Cost Center Enter the GL account to be debited or F8 to go to next page Enter the amount Enter the suitable Cost Center Enter the posting Key R Credit Vendor.9. 50 for Credit Vendor.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 5.2. needs to be cleared through manual clearing program.1. F-44 (AP). enter information in the fields as specified in the table below: 30. F-32 (AR) Via Menus Via Transaction Code 5. Access transaction by: Accounting > Financial Accounting > General Ledger/ Accounts Payable/ Accounts Receivable > Account > clear F-03 (GL). Vendor and Customer account.0 Page 88 of 314 . On screen “Posting with clearing”. needs to be cleared through manual clearing program.1. Procedural Steps 5. open items which are not cleared by automatically.0 Account clearing process Overview Trigger: Open items which are not cleared automatically. Business Process Procedure Overview In GL account.9.

0 Page 89 of 314 .9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Account Press 30.2006 Created on Description R/O/C Enter the GL account to be R debited User Action and Values Vendor. Customer or Account Comment GL or (Shift+F4) to go to next page Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

9.0 Financial Statements Overview Trigger: 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Clear GL Account Process Open Item”. 6. select the items to be cleared Process the items to clear the account.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 90 of 314 .

enter information in the fields as specified in the table below: 30.9. Procedural Steps 6.1 Balance Sheet 6. On screen “Financial Statements”.01 Via Menus Via Transaction Code 6.2.0 Page 91 of 314 . Balance sheet are to be drawn in a prescribed manner to be furnished to different authorities. trial balance.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.g.1.1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 The Financial statements e. Access transaction by: Information Systems > Accounting > Financial Accounting > General Ledger > Balance Sheet F.

9.0 Page 92 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Description Chart of Accounts Company Code Financial statement version Press enter or F8 to go to next page R/O/C R R R User Action and Values Enter MCGM Enter MCGM Enter MCGM Comment 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

Access transaction by: Information Systems > Accounting > Financial Accounting > General Ledger > Account Balance Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 6.0 Page 93 of 314 Via Menus 30.2006 Created on .2 Trial Balance 6.2.1.9.

08 END USER DOCUMENTATION FINANCE & CONTROLLING 1 6.MCGM Via Transaction Code F. enter information in the fields as specified in the table below: 30.0 Page 94 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2 On screen “G/L Account Balance”.9.2.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Description Chart of Accounts Company Code Press enter or F8 to go to next page R/O/C R R User Action and Values Enter MCGM Enter MCGM Comment 30.9.0 Page 95 of 314 .

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 96 of 314 .9.

For non.9.0 Vendor Master END USER DOCUMENTATION FINANCE & CONTROLLING 1 1.1. Procedural Steps 1.1 Vendor Master Creation Trigger: Vendor master is required to be maintained for – Booking purchase invoice Maintaining vendor related information centrally Grouping together similar characteristics vendors Business Process Overview For creating vendor ledger account Vendor Master is to be created whenever transactions are to be done with a new vendor (except for one time vendor).FI related vendors.1 Access transaction by: SAP Menu > Accounting > Financial Accounting > Accounts Payable > Master Records > Create FK01 Via Menus Via Transaction Code 30.MCGM ACCOUNTS PAYABLE 1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. such request will flow from MM module in proper template.0 Page 97 of 314 .

will be created internally by the system – hence field has to be kept blank.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 98 of 314 . Description <Blank> R/O/C User Action and Values Comments No. Select MCGM or MEMP as account group from drop down menu list.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1. or F8 to get accounting information tab page 30. enter information in the fields as specified in the table below: Field Name Vendor.2 On screen “Create Vendor”.1. Company code Account Group Press enter Company code R MCGM Account group determines the R type of vendor.

0 Page 99 of 314 .9. Comments 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Title Name Search term Street address including Suitable Postal Code/ City and Country -IN country Press enter or F8 twice to get to payment transaction tab page R/O/ C Company R R Based on R which vendor can be searched from master. R Description User Action and Values Company Suitable Name Give suitable search term.

Reference Details R Enter 9 digit Bank MICR number. Account Holder R Give Vendor’s Bank Name and Branch details. Control Key R Enter 11 for Current A/c. Bank Account R Give bank Account number of the Vendor.0 Page 100 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Country Description Suitable Country -IN Bank Key R Enter MCGM. Press enter or F8 to get to accounting information tab page.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. Enter 21 for Savings A/c. R/O/ C R User Action and Values Comments 30.

R 001 or F8 to get payment transactions tab page R/O/ C R User Action and Values Comments 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Reconciliation account Description Sort key Press enter Choose G/L A/c. 350100200 for Contractor.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 101 of 314 . 350100100 for Supplier and choose G/L A/c.9.

Press enter Payment R Enter C for Cheque.0 Page 102 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Payment terms Check Double Invoice Checkbox Payment Methods Description Terms of payment for a vendor R/O/ C R R User Action and Values 0001 Tick mark the checkbox Comments Payable immediately.9. T for methods for ECS. a vendor or F8 twice to go to withholding tax tab page 30.

9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name WT country WT type Description R/O/ C R R User Action and Values IN W2 <may vary> Comments WT code R W2 <may vary> Choose ZT for WCT Tax. Choose Z2 or Z4 for WCT Tax.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 103 of 314 . Liable Recipient type Go to Vendor and Save Enable R CO R else press CTRL + S Message will appear – Vendor XXXX has been created 30. if applicable in addition to the W2 Tax code may vary based on TDS % deducted from the vendors.

his master record should be changed.0 Page 104 of 314 .9.2 Vendor Master Change Overview Trigger: In case company decides to do any changes to the particular vendor. 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

Procedural Steps 1. Furnishing Exemption details for the Income Tax etc .1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Business Process Overview Changing Master Data for vendor master In case it is decided to change vendor for any business needs.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. 30. and put information in the fields as specified in the table below and select the required tab in which changes to be made and press enter .0 Page 105 of 314 . Access transaction by: SAP Menu > Accounting > Financial Accounting > Accounts Payable > Master Records > Change FK02 Via Menus Via Transaction Code On screen “Change Vendor”. for example change in Bank details.2.

9. As created Company code Company code R MCGM Press enter or F8 to go to the desired tab page.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Description R/O/C User Action and Values Comments Vendor.0 Page 106 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Carry out the required changes and press Save else press CTRL + S Message will appear – changes have been made 30.

following process should be followed – Before placing request to block vendor account to the Central maintenance department should verify whether all open items are cleared.1.0 Page 107 of 314 . request should be sent to master maintenance department to set deletion indicator.3 Vendor Master Blocking Overview END USER DOCUMENTATION FINANCE & CONTROLLING 1 Trigger: In case company deciding not to do any transaction with particular vendor. his master record should be blocked against further postings Business Process Overview Posting block and unblocking vendor master o In case it is decided to block vendor for further postings.MCGM 1. o Same process shall be followed for unblocking vendor master.9.3. Flag for deletion o In case of it is decided to set delete flag on vendor master either all areas or selected segment. Procedural Steps 1. Conformation as to vendor master is blocked is sent to requisitioner after blocking. balance if any is posted as bad debt or miscellaneous income and request shall be sent in prescribed format with reasons. Access transaction by: SAP Menu > Accounting > Financial Accounting > Accounts Payable > Master Records > Block/unblock FK05 Via Menus Via Transaction Code 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

MCGM 1.0 Page 108 of 314 .2.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. As created Company code Company code R MCGM Press enter or F8 to get accounting information tab page Enable posting block to selected company code or all company code Comments 30. enter information in the fields as specified in the table below: Field Name Description R/O/C User Action and Values Vendor. END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Vendor Block/Unblock”.3.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Press Save else press CTRL + S Message will appear – changes have been made 1.3.9.3. As created Company code Company code R MCGM Press enter or F8 to get accounting information tab page Disable posting block to selected company code or all company code Comments Press Save else press CTRL + S Message will appear – changes have been made 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 109 of 314 . To unblock the Vendor repeat the same procedure and enter information in the fields as specified in the table below: Field Name Description R/O/C User Action and Values Vendor.

1. Refunds will be booked for payment on due date. o Once invoice is approved for payment. for arranging payment instrument (cheque / ECS). Business Process Procedure Overview Invoice will be entered in FI for payment on due date Following process will be followed for payment of FI invoice o Invoice will be processed after all formalities for approval are done from appropriate authorities.MCGM 2. utility bills.1 Invoice Creation through FI Overview Trigger: Administrative expense invoices.1. o Payment will be made against invoice document entered in system.9. Access transaction by: SAP Menu > Accounting > Financial Accounting > Accounts Payable > Document entry > Invoice FB60 Via Menus Via Transaction Code 30.0 FI Invoice Booking END USER DOCUMENTATION FINANCE & CONTROLLING 1 2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Procedural Steps 2.0 Page 110 of 314 . file will be moved to payment dept. For this invoice document will be entered in FI module and payment will be made against invoice amount.

1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 2.0 Page 111 of 314 .9. On screen “Enter Vendor Invoice”. enter information in the fields as specified in the table below: 30.3.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

Fund R Enter appropriate Fund.MCGM Field Name Header Vendor.9. Amount R Enter amount else enter * Business Area R Enter Business Area Cost Center R Enter required account assignment object (Cost center) Funds Center R Enter appropriate Fund Center. Invoice date Amount Business Place Section Code Enter GL account Description R/O/C R R R R R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Select suitable Vendor from drop down menu list. Commitment Item R Enter the same G/L account Number entered earlier. Current date Suitable amount Enter MCGM in both fields. Comments / Select suitable G/L from drop down menu list.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Blocked for payment 30. Press payment tab to go to the payment information tab page Payment Method R Enter “C” for Cheque or “T” for ECS Payment Block R Select “B” . Functional Area R Enter appropriate Functional Area.0 Page 112 of 314 .

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Press enter Description R/O/C User Action and Values or F8 to get accounting information tab page Comments Simulate the document If OK then save the document 2.2 Invoice Creation (For purchases through MM module) 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.0 Page 113 of 314 .

After goods receipts. After the purchase order is created it will be checked by authorized person and then it will be released for goods receipt/Service entry sheet. but at the same time FI entries will be done at the background. Invoice verification is done in FI module. o Once invoice is approved for payment. enter information in the fields as specified in the table below: 30. Goods receipt/Service entry sheet is done when we receive the goods.2. Access transaction by: Logistics > Materials Management > Logistic Invoice Verification > Document entry > Enter invoice MIRO Via Menus Via Transaction Code 2.2. On screen “Enter incoming Invoice”.2. file will be moved to payment dept.0 Page 114 of 314 . Procedural Steps 2. o Payment will be made against invoice document entered in system.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Business Process Procedure Overview Invoice will be entered in FI for payment on due date Following process will be followed for payment of FI invoice o Invoice will be processed after all formalities for approval are done from appropriate authorities. Reference: PO No.MCGM Overview Trigger: END USER DOCUMENTATION FINANCE & CONTROLLING 1 It starts with the contract being entered into with supplier . All these steps are performed in MM module.9. Reference: G/R Document No.1. for arranging payment instrument (cheque / ECS).Then a Purchase order is created with reference to the contract.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 115 of 314 .9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

MCGM
Field Name Header Invoice Date Amount Business Place/Section Code Description R/O/C R R R

END USER DOCUMENTATION

FINANCE & CONTROLLING 1 User Action and Values Enter the date Suitable amount Enter MCGM Comments

Go to PO Reference Tab and Enter the PO number as given above and press Go to GL Account Tab and enter the following details GL account R Select suitable G/L for recovery for example Development Charges, Other Charges etc from drop down menu list. Select Credit Enter amount of recovery Enter Business Area Enter appropriate Fund Center. Enter appropriate Fund. Enter appropriate Functional Area.

D/C Amount Business Area Funds Center Fund Functional Area

R R R R R R

Go to the header and enter the amount Amount R Enter the amount Press payment tab to go to the payment information tab page Payment Method R Enter “C” for Cheque or “T” for ECS Payment Block R Select “B” , Blocked for payment

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 116 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 117 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

Simulate the document If OK then save the document

3.0 Parking of Documents
Overview Trigger: An invoice, Journal Vouchers sometimes have to be saved temporarily for approvals or errors or for some information is pending etc. For this the documents will be parked (saved temporarily) and then after the approvals post the same. Business Process Procedure Overview Invoice entered in FI, but the budget is exhausted. A error message will be triggered Invoice is pending for some information then park the document, and once the information is complete, post the document.

Procedural Steps 3.1.1. Access transaction by:

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 118 of 314

MCGM
Via Menus Via Transaction Code

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

SAP Menu > Accounting > Financial Accounting > Accounts Payable > Document entry > Invoice
FB60

It is possible to get error message while posting a invoice in case there is no budget is available for the particular expenditure.

Click “Park” (F8) to save the document temporarily.

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 119 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

The message will appear document XXXXXXX is parked. Inform the Budget department to create the budget for the combination of the Fund, Fund Center, Functional Area and Commitment Item which have been entered in the Invoice. Once the confirmation is received for the budget creation, post the invoice by following procedure.

Procedural Steps 3.1.2. Access transaction by: SAP Menu > Accounting > Financial Accounting > General Ledger/ Accounts Receivable/ Accounts Payable > Document > Parked Documents > Post /Delete

Via Menus

FBV0 Via Transaction Code 3.1.3. On screen “Post Parked Documents”, enter information in the fields as specified in the table below:

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 120 of 314

MCGM
Field Name Company Code Document Number Fiscal Year Press to Description R/O/C R R R go to the next screen. Then press

END USER DOCUMENTATION

FINANCE & CONTROLLING 1 User Action and Values Comments Enter MCGM Enter the document number parked earlier. Enter the fiscal year. (2006) to post the displayed document.

Message will appear – Document XXXXX has been posted.

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 121 of 314

On screen “Change Document”.0 Page 122 of 314 .1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 4.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1.9.0 Removal of Payment Block Via Menus Via Transaction Code SAP Menu > Accounting > Financial Accounting > Accounts Payable > Document > Change. enter information in the fields as specified in the table below: 30. FB02 4.

(2006) to change the displayed document.0 Payment to vendor 30. Enter the fiscal year. Select the vendor Line Item and remove the payment block and press Message will appear “Changes have been made.9.” 5.0 Page 123 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. .MCGM Field Name Company Code Document Number Fiscal Year Press Description R/O/C R R R to go to the next screen. Then press END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Comments Enter MCGM Enter the document number entered earlier.

1. On screen “Automatic Payment Transactions”.9. enter information in the fields as specified in the table below: Field Name Description R/O/C Run Date R Identification R Press Parameter tab to enter payment information User Action and Values Enter the Payment Run Date Enter suitable Comments 30.MCGM Via Menus Via Transaction Code END USER DOCUMENTATION FINANCE & CONTROLLING 1 SAP Menu > Accounting > Financial Accounting > Accounts Payable > Periodic Processing > Payments. F110 5.0.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 124 of 314 .

9.0 Page 125 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. R R Enter the next date Enter the Vendor to whom payment to be made 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Automatic Payment Transactions”. enter information in the fields in the Parameters Tab as specified in the table below: Field Name Company Code Payment Method Description R/O/C R R User Action and Values Enter MCGM Suitable Payment Method Comments Either “C” for Cheque or “T” for ECS Next Payment Date Vendor Select Additional Log Tab.

0 Page 126 of 314 . R/O/C R R R R User Action and Values Select Select Select Enter the Vendor to whom payment to be made Comments 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Automatic Payment Transactions”.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. enter information in the fields in the Additional Log Tab as specified in the table below: Field Name Description Due Date Check Payment Method selection in all cases Line items of the payment documents Vendor Select Print out/data medium Tab.

If OK then save the parameters go to Status Tab. enter information in the fields in the Additional Log Tab as specified in the table below: Description Field Name Variant R/O/C R User Action and Values Select variant SCHECK” for Cheque payment and “ MCGM_ECS” for ECS from the drop down list Comments Select Print out/data medium Tab. 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Automatic Payment Transactions”.9.0 Page 127 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Select “Schedule Proposal Button “ to schedule payment proposal.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 128 of 314 . 30.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. to schedule the payment proposal. if all the items are under Green indicator.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Select “Start immediately checkbox” and press Press Status or (Shift+F2) created”. there are no errors.9.) After checking press or F3 to go back to main screen. 30. Check for any entries under Red indicator. button until you get the message “Payment Proposal has been Press button to edit the payment proposal (To check the proposal for any errors. .0 Page 129 of 314 .

Select the checkbox “Start immediately” and press to go to next screen.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Press to schedule the payment run.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 130 of 314 . 30.9.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Press button until the message “Posting orders: 1 generated.9.0 Page 131 of 314 . Give the job number in the following screen. Press button to schedule job for printing the Cheque. 1 completed” appears. 30.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Press to schedule the print job. 6.0 Creation and Submission of ECS File Overview Once the payment run has been carried out. Trigger: 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. system will generate the ECS file .0 Page 132 of 314 . which has to be submitted to bank for ECS.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 133 of 314 . 6.9.1Access transaction by: Via Menus Via Transaction Code ZF001 On screen “ECS Payment – MCGM “enter information in the fields as shown below: 30.0.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Automatic payment run will generate a ECS file for the payment method “t” (ECS) The softcopy has to be submitted to bank for making the payments. The softcopy generated will be stored on the user’s desktop and will be sending to bank.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 134 of 314 .9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

of file extensions Structure of file extension Output medium Filler for digits in words Press to go to next screen. R/O/C R R R R R R R R R R R R R R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Enter the Payment run date Enter the payment run ID Select the check box Enter MCGM Enter “ T “ Select the check box Enter MCGM in both fields.0 Page 135 of 314 . Select suitable G/L from drop down menu list.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM Field Name Description Program run date Identification feature Proposal run only Paying company code Payment methods Generate PDF File Business Place / Section Code Enter GL account Amount Print Payment Medium Printer Print Payment advice note Printer No. Enter amount else enter * Select Enter the printer name (dc03) select Enter the printer name (dc03) Enter 13 Enter 1 Enter 0 Enter * Comments 30.

30.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Double click the line to go to the next screen.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 136 of 314 .

9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 137 of 314 . 30. Press twice.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Click the “type” field to check the print out.

9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 30.0 Page 138 of 314 . Give the address to save the soft file of ECS.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 A window will pop up. The file have to be sent to bank for the ECS.

” 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 139 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Message will appear “XXXX bytes transferred.9.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. tax has to be deducted and accounted at the time of invoice entry. Trigger: Invoice verification or down payment made to vendor for which withholding tax code is maintained in vendor master Business Process Overview The following transactions attracts deduction / recovery of Tax at source in the MCGM set up : Various instances : Payment to Contractors / Sub-contractors Vehicle Hire Charges Security Services Payment of Rent for hired buildings Advertisement Charges Interconnect Usage Charges Payable / recoverable Commission paid to Private Exchanges. At the time of accounting (say FB60) system pick respective tax code from vendor master.1 Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > Accounts payable > Master records > Change FK02 On screen “Change vendor” enter information in the fields as shown below: 30.0 Withholding Tax Accounting Overview TDS (Withholding tax) has to be deducted at the time of invoice verification or payment whichever is earlier.9. And in case of invoice verification.1. Vendor master setting for enabling vendor account calculate withholding tax. remove tax code which is automatically assigned by system. VCC Cards etc. This is possible if required withholding tax code is assigned to vendor master. In case of down payment to vendor. 7.0 Page 140 of 314 . withholding tax has to be deducted at the time of releasing payment. In case entry does not pertain to withholding tax code.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 7.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Vendor Company code Withholding tax tab Press enter Description Vendor code Company code Enable withholding code R/O/C R R tax R User Action and Values Enter suitable vendor code Enter MCGM Enable Comments On screen “Change vendor: Withholding Tax Information” enter information in the fields as shown below: 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.0 Page 141 of 314 .

etc Enable CO Comments Press save to save the changes.code Liable Recipient type Description Withholding tax country Withholding tax type Withholding tax code Enable liable Recovery type R/O/C R R R R R User Action and Values IN W1.t. 30. etc W1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.type Wth.t.0 Page 142 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Wtax country Wth.9.

7.0 Page 143 of 314 .MCGM 7.1 Access transaction by: Via Menus(J1ILN) Via Transaction Code India Localization menu> Tax deducted at source > Extended withholding Tax > Vendor Challan >Post J1INCHLN On screen “Create Remittance Challan” enter information in the fields as shown below: 30.9.1. Enter J1ILN to go to the SAP Easy Access: India Localization menu.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 1) Creation of Remittance Challans.1 TDS Certificate Processing END USER DOCUMENTATION FINANCE & CONTROLLING 1 TDS processing is handled through a separate menu.

MCGM Field Name Company Code Fiscal Year Business Place/Section Code Posting Dates Section Description R/O/C R R R R R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Enter MCGM Enter 2006 Enter MCGM Enter the range for which the certificates to be processed.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. code 439500100 Enter the suitable business area Comments Vendors Recipient Types Document Date Posting Date Bank Account Business Area Press F8 to go to next screen R R R R R R Press to go to next screen.0 Page 144 of 314 . 30. For example 194C.9. 194D etc. Enter the vendor codes Enter “CO” Enter the date Enter the date Enter the G/l A/c. Select the suitable section from the drop down.

9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 30.0 Page 145 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Press button to go to next screen.

Message will appear ‘Document XXXXXXXX has been posted.MCGM Double click the line displayed to go to next screen END USER DOCUMENTATION FINANCE & CONTROLLING 1 Put “*” in the amount field and press If OK then save the document .1.9.0 Page 146 of 314 .” Update Bank Challan Number 7.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Simulate the document.2 Access transaction by: India Localization menu> Tax deducted at source > Extended withholding Tax > Vendor Challan > Update Bank Challan Number J1INBANK Via Menus(J1ILN) Via Transaction Code On screen “Bank Challan Update” enter information in the fields as shown below: 30.

” Vendor Certificate printing (For Income Tax) 30. This field is updated automatically. This field is updated automatically. Enter the date Enter “ SBI01” Press “F8” to update Challan.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Company Code Fiscal Year Challan Clearing Number Internal Challan Number Internal Challan Date Bank Challan Number Bank Challan Date Bank Key Description R/O/C R R R R R R R R User Action and Values Comments Enter MCGM Enter 2006 Select the document number posted earlier. Message will appear “Challans were updated. Enter the Bank Challan number.0 Page 147 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM 7.1.3 Access transaction by: END USER DOCUMENTATION FINANCE & CONTROLLING 1 Via Menus(J1ILN) Via Transaction Code India Localization menu> Tax deducted at source > Extended withholding Tax > Vendor Certificate > Print J1INCERT On screen “Print Withholding Tax Certificate for Vendors” enter information in the fields as shown below: 30.0 Page 148 of 314 .9.

Enter the designation Enter the place of printing ” MUMBAI” Comments Give the printer name and press 30.MCGM Field Name Company Code Fiscal Year Business Place/Section Code Section Posting Date Bank Challan Dates Vendors Certificate Date Signatory Designation Place of Printing Press “F8” to go to next screen. Description R/O/C R R R R R R R R R R R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Enter MCGM Enter 2006 Enter MCGM Select the suitable IT section For Example 194C.0 Page 149 of 314 Prepared by: Sanjeev & Nathan SISL Consulting Team .9.2006 Created on to print the certificate. Enter the Vendor code Enter the Date Enter the name of signatory.194D Enter the date range Enter the Bank Challan date. Version: 1.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.0 Page 150 of 314 .4 Access transaction by: ZJ1INCERT Via Menus(J1ILN) Via Transaction Code On screen “Print Withholding Tax Certificate for Vendors” enter information in the fields as shown below: 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Vendor Certificate printing (For Works Contract Tax) 7.1.

Enter the designation Enter the place of printing ” MUMBAI” Comments Press “F8” to go to next screen.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Enter the Vendor code Enter the Date Enter the name of signatory.0 Page 151 of 314 . 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Company Code Fiscal Year Business Place/Section Code Section Posting Date Bank Challan Dates Vendors Certificate Date Signatory Designation Place of Printing Description R/O/C R R R R R R R R R R R User Action and Values Enter MCGM Enter 2006 Enter MCGM Select WCT as section Enter the date range Enter the Bank Challan date.9.

9. After Posting the document and after receiving sanction memo payment released by AO (Cash) to the vendor.0 Advance to Vendors Overview Trigger: In case of material procurement from government organizations/ PSU.1.1.0 Page 152 of 314 . Access transaction by: 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Business Process Procedure Overview Advance payment to the vendor: Request for advance entered in the Vendor. 8.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Give the printer name and press to print the certificate. Procedural Steps 8. sometimes advance is given to vendors/contractors for supply of material.

Target Spl. On screen “Down payment request”.9. A Press enter or F8 to get accounting information tab page Comments 30.MCGM Via Menus Via Transaction Code END USER DOCUMENTATION FINANCE & CONTROLLING 1 Accounting > Financial Accounting > Accounts Payable > Document entry > Down payments > Request F-47 8. enter information in the fields as specified in the table below: Field Name Description R/O/C User Action and Values Document date R today’s date Vendor R Suitable required Vendor no.2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 153 of 314 .1.g. GL R e.

9.Once the request is posted to Vendor.3 Payment to FI vendor 30.4.0 Page 154 of 314 . (For Automatic Payment “F110” please refer 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Description Amount Business Place/Section Code Business Area Due on Fund Funds Center > Documents > Post or press save R/O/C R R R R R R User Action and Values Comments Enter amount Enter the Business Place/Section Code “ MCGM” Enter Business Area Enter due date for payment of down payment Enter The Fund Enter the Funds Center Down Payment: .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. for automatic payment transaction and make the down payment. Go to F110.

9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 155 of 314 .

BG is returned to vendor. This is given to cover contractual obligation as to quality. Access transaction by: Accounting > Financial Accounting > Accounts Payable > Document Entry > Other > Noted Items F-57 Via Menus Via Transaction Code 30.9.1.0 Security deposit in form of Bank guarantee Overview END USER DOCUMENTATION FINANCE & CONTROLLING 1 Trigger: Security deposit is collected from bidder/ vendor at the time of floating for tender or at the time of PO acceptance.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Once the contract period is over or unsuccessful bidder or expiry of BG period.0 Page 156 of 314 .1. This covers some percentage of contract value in form of bank guarantee. quantity during contract period plus 6 months after contract period. Business Process Procedure Overview Security deposit in form of bond/ bank guarantee is collected o EMD at the time of bidding for tender o PBG/ ABG at the time of handing over PO to vendor Rules for forfeiture and release of BG are specified in Purchase Order or Tender document.MCGM 9. Records are maintained in form of manual register to record receipt and return of security deposit Procedural Steps 9.

9.) Via Menus 30. if OK press or Document > Post Message . Business Area BG amount BG expiry date R/O/C R R R R R R R R User Action and Values Comments Enter the current date For example Purchase document No 39 G Enter suitable vendor code Enter business area Enter the expiry date Press Enter for checking error.2.1. 9.Document XXXXX posted.3. enter information in the fields as specified in the table below: Field Name Document date Reference Posting key Special GL Account Business Area BG amount Due On Description Enter the current date Can be used to put any reference note Posting key Special GL Vendor Account no. Document reversal (When the guarantee is to be written off or expired it has to be reversed.1.2006 Created on Accounting > Financial Accounting > Accounts Payable > Document > Reverse > Individual Reversal Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM 9. END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Vendor Noted Item”.0 Page 157 of 314 .

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 158 of 314 .Document XXXXX reversed. Enter MCGM 2006 01 Document > Post or press to reverse document Message .9.MCGM Via Transaction Code FB08 END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Document number Company code Fiscal year Reversal reason Description Enter document number Company code Fiscal year Reversal reason R/O/C R R R R User Action and Values Comments Enter the document number to be reversed. 30.

9.MCGM 10. Once the contract period is over or unsuccessful bidder.0 Security deposit in form of Check/ DD END USER DOCUMENTATION FINANCE & CONTROLLING 1 Overview Security deposit is taken from vendors at the time of pre PO or post PO stage in form of EMD. transaction F-02 will be used. In case of cheque receipt. Following processes are covered in this manual – 1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 159 of 314 . Receipt of security deposit 2. security deposit is forfeited. 10.1. not in cash) Trigger: 1. enter information in the fields as specified in the table below: 30. 2. Forfeiture of deposit Business Process Procedure Overview Security deposit is collected from bidder/ vendor at the time of floating for tender or at the time of PO acceptance. Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > General Ledger > Posting > General Posting F-02 10.2.1. Refund of deposit 3. In case of contractual failure by contractor. On screen “Vendor Noted Item”.1. Procedural Steps For accepting security deposit in check/ DD along with the Invoice and various recoveries. security deposit is returned to vendor. Final repayment of deposit (only in check.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. R Amount Enter amount Press “More” Button to Enter following information Enter Revenue G/L A/c.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Document Date Posting Key G/L Account Description Enter the document date Enter 40 Enter the G/L A/c. 30. Comments R Amount Enter amount R Cost Center Enter the cost Center R Posting Key Enter 50 R G/L Account Enter the G/L A/c. R/O/C R R R User Action and Values Enter Today’s date Enter Expenditure G/L A/c.0 Page 160 of 314 .

Enter “H” Enter amount Enter Business Area Enter the due date on which the Security deposit is refundable Enter the Fund Center Enter the fund R R R R R R R R For Security Deposit Enter the due date on which the Security deposit is refundable Posting Key Enter 31 G/L Account Enter the Vendor A/c. Remove the Tax Codes from the Pop up screen and press Enter Amount Enter Amount Business Enter MCGM Place/Section Code Business Area Enter Business area Simulate the document If OK then save the document Step 2 – Repayment in check For repayment OF Security Deposit. Posting Key G/L Account Special GL Indicator Amount Business Area Due On Fund Center Fund GO to Next line Enter 39 Enter the Vendor A/c. Go to F110.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. (For Automatic Payment “F110” please refer 1.MCGM Field Name Description R/O/C R Fund Enter Fund Functional R Enter Functional Area Area R Fund Center Enter Fund Center GO to Next line R Posting Key Enter 50 R G/L Account Enter the G/L A/c. R Amount Enter amount Press “More” Button to Enter following information R Fund Enter Fund Functional R Enter Functional Area Area R Fund Center Enter Fund Center GO to Next line END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Comments Enter Revenue G/L A/c.3 Payment to FI vendor) Step 3 – Forfeiture of Security Deposit 30.4.9. for automatic payment transaction and make the repayment.0 Page 161 of 314 .

1.3. On screen “Vendor Noted Item”. Access transaction by: Via Menus Via Transaction Code END USER DOCUMENTATION FINANCE & CONTROLLING 1 Accounting > Financial Accounting > General Ledger > Posting > General Posting F-02 10.0 Page 162 of 314 . enter information in the fields as specified in the table below: 30.MCGM For forfeiting security deposit 10.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.4.

0 Page 163 of 314 .9.MCGM Field Name Posting Key G/L Account Special GL Indicator Amount Business Area Due On Fund Fund Center GO to Next line END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Comments Description Enter 29 Enter the Vendor A/c. Remove the Tax Codes from the Pop up screen and press Enter Amount Enter Amount Press “More” Button to Enter following information R Fund Enter Fund Functional R Enter Functional Area Area R Fund Center Enter Fund Center Simulate the document If OK then save the document 30. Enter “H” Enter amount Enter Business Area Enter the due date on which the Security deposit is refundable Enter Fund Enter Fund Center R/O/C R R R R R R R R For Security Deposit Enter the due date on which the Security deposit is refundable R Posting Key Enter 50 R G/L Account Enter the G/L A/c.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 11. penalty for breach of PO term etc Business Process Procedure Overview Due to following reasons credit memo can be raised on vendor – 1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Write back vendor balance (not payable) at year end Miscellaneous debit adjustment to vendor invoice after invoice verification other than taxes.1. Procedural Steps 11.9. Excess invoice verification to be reduced 2.0 Credit Memo posting Trigger: You want to raise credit memo on vendor (debit vendor account) for invoice reduction. Penalty on vendor for non fulfillment of PO terms 3. Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > Accounts Payable > Document entry > Credit memo FB65 30.0 Page 164 of 314 .1.

0 Page 165 of 314 .A/C R Amount Business Area R Cost Center R Press Withholding Tax Tab to go to next page 30. Enter the Amount Enter the Business Area Enter the Cost Center Document Date The date of credit memo. On screen “Credit Memo”.9.2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.L. R Amount R G/L Account Enter G.1. enter information in the fields as specified in the table below: Field Name Vendor.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 11. Description R/O/C R User Action and Values Comments Enter the suitable Vendor Code Enter the Amount Enter the suitable GL A/c.

9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Note:-Delete withholding tax code if no tax to be calculated Field Name Description R/O/C User Action and Values Comments Simulate document If correct. post document.>Document>post or save document 30.0 Page 166 of 314 .

30. A liability for refund will be created (Invoice booking) and the refund will be given. or deposits etc.0 Page 167 of 314 .9.0 Refund Procedure Overview Trigger: In case wrong assessments or wrong meter readings.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 12. Deposit. Property Tax. Procedural Steps A) Create a One Time Vendor as stated earlier (Ref Page No 3 (Vendor Master Creation) Select account group “CPDL” and follow the steps as stated therein. MCGM have to refund the Octroi.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Business Process Procedure Overview A one time vendor will be created in the system.

0 Page 168 of 314 .MCGM B) Enter the invoice for the amount of deposit received.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1. enter information in the fields as specified in the table below: 30.9.1. On screen “Enter Vendor Invoice”.1. or refund. Procedural Steps 12. Access transaction by: Via Menus Via Transaction Code END USER DOCUMENTATION FINANCE & CONTROLLING 1 SAP Menu > Accounting > Financial Accounting > Accounts Payable > Document entry > Invoice FB60 12.1.

Paper_ Dep) from drop down menu list. Comments to go to the address and Bank Data information tab page and enter the following details. Current date Suitable amount Select suitable G/L from drop down menu list. 30.0 Page 169 of 314 .9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Header Vendor. Invoice date Amount Enter GL account Amount Business Area Funds Center Fund Functional Area Press Description R/O/C R R R R R R R R R User Action and Values Select One Time Vendor (eg. Enter appropriate Fund. Enter amount else enter * Enter Business Area Enter appropriate Fund Center. Enter appropriate Functional Area.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Title Name Invoice date City Postal Code Bank Key Bank Account Description R/O/C R R R R R R User Action and Values Comments Enter the title Enter the Name & Address of the person to whom payment is to be made. Blocked for payment 30. Payment Method R Enter “C” for Cheque or “T” for ECS Payment Block R Select “B” .0 Page 170 of 314 .9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Current date Enter suitable city Enter the Postal code Enter MCGM Enter Bank account number Press to go to the payment information tab page and enter the following details.

page no. 32 (2. Page No.30 (4.0 Page 171 of 314 . 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Press enter Description R/O/C User Action and Values or F8 to get accounting information tab page Comments Simulate the document If OK then save the document C) Remove the payment block as stated earlier (Ref.4 Payment to vendor) and follow the steps as stated therein.9.0 Removal of Payment Block) D) Make the payment by automatic payment run as stated earlier (Ref.

1 Check Register Trigger: You want to maintain Cheque register. List of all Voided Checks Procedural Steps 13.0 Page 172 of 314 . 1.9. Business Process Procedure Overview Due to various reasons Cheque register is used. Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > Accounts Payable > Environment > Check Information > Display > Check Register FCHN 30. List of Outstanding Checks. new Cheque lots creation in the system.1. 4. Payment Summary for a Payment Run.1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 13. 2. Cheque cancellation etc.0 Check Management 13.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Complete List of Cheque for Company. 3.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2. On screen “Check Register”.9. enter information in the fields as specified in the table below: 30.1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 13.0 Page 173 of 314 .

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Description Paying Company Code House Bank Account ID Press to go to the next screen.0 Page 174 of 314 . R/O/C R R R User Action and Values Enter MCGM Enter SBI01 Enter SBI1 Comments 30.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 13.9. Business Process Procedure Overview 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2 Cancellation of Check Trigger: You cancel (void) cheques that are accidentally damaged or stolen or rendered unusable for any other reason.0 Page 175 of 314 .

9. enter information in the fields as specified in the table below: 30. 1.2.0 Page 176 of 314 .1.MCGM Due to various reasons Cheque is cancelled.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Cheque is torned. 2. On screen “Void Checks not used”. END USER DOCUMENTATION FINANCE & CONTROLLING 1 Procedural Steps 13.2. Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > Accounts Payable > Environment > Check Information > Void > Unused Checks FCH3 13. Cheque is damaged.2.

0 Page 177 of 314 .9. Select suitable void reason code from drop down list. E. Message will appear “Check xxxx have been voided” 30.g. Comments Press to go to the next screen.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 04 for ripped during printing.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Description Paying Company Code House Bank Account ID Check Number From Void Reason Code R/O/C R R R R R User Action and Values Enter MCGM Enter SBI01 Enter SBI1 Enter the check number to be cancelled.

9. In the SAP System.0 Page 178 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Procedural Steps 13.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 13. a check number range represents a batch (lot) of numbered checks. the safe. The print program uses this number range to link the check with the payment.1. or your employees' desks).2. since they may be written (issued) or printed at various different locations. In the Financial Accounting. you must define check lots (number ranges) that correspond to the actual check lots (in the printer. Access transaction by: Via Menus Via Transaction Code FCHI 30.3 Maintaining Check Lots Trigger: Checks supplied by a bank or a printing shop are usually divided into lots.

9. On screen “Checks Lots”.0 Page 179 of 314 .2.2.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 13.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. enter information in the fields as specified in the table below: 30.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Description Paying Company Code House Bank Account ID Press to go to the next screen. R/O/C R R R User Action and Values Enter MCGM Enter SBI01 Enter SBI1 Comments 30.9.0 Page 180 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Press (create) to go to the next screen.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.0 Page 181 of 314 .

Enter the date of entering the check lot.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 182 of 314 . Press to go to the next screen.9. 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Lot number Check number To Short Info Purchase Date Description R/O/C R R R User Action and Values Comments Enter Lot Number Enter Check number from Enter check number to Enter the brief description.

Procedural Steps 30. more trial printouts were used than was anticipated.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Business Process Procedure Overview During adjustment of the checks.MCGM Press to create the new check lot.4 Renumbering Checks Trigger: It may be necessary to renumber the checks maintained in the system. END USER DOCUMENTATION FINANCE & CONTROLLING 1 13. This is why the numbers of the used checks do not correspond with the numbers that were determined in the print run.0 Page 183 of 314 .

9.MCGM 13.4. On screen “Renumber Checks”.2. enter information in the fields as specified in the table below: 30. Access transaction by: Via Menus Via Transaction Code END USER DOCUMENTATION FINANCE & CONTROLLING 1 Accounting > Financial Accounting > Accounts Payable > Environment > Check Information > Change > Renumber FCH4 13.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.4.1.0 Page 184 of 314 .

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 04 for ripped during printing. R/O/C R R R R R R User Action and Values Enter MCGM Enter SBI01 Enter SBI1 Enter the check number to be renumbered.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Description Paying Company Code House Bank Account ID Check Number From Void Reason Code Check number Press to go to the next screen. Select suitable void reason code from drop down list.0 Page 185 of 314 . Comments 30. Enter the first new check number .g. E.9.

END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.MCGM Message will appear “Renumbered from xxxx to xxxx”.0 Page 186 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

0 Page 187 of 314 .2.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 ACCOUNTS RECEIVABLE 1.1 Access Create Customer transaction by: Accounting > Financial Accounting > Accounts Receivable > Master Records > Create FD01 Via Menus Via Transaction Code 1.0 Customer Master 1.1. Business Process Procedure Overview Customer master is required to be maintained for – Booking sales invoice Maintaining customer related information centrally Grouping together similar characteristics vendors Procedural Steps 1.1.9. On screen “Create Customer”. enter information in the fields as specified in the table below: 30.1 Create Customer Master Overview Trigger: The Enterprise needs to analyze Customer (Sub-ledger) Accounts related information centrally.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

1. in column “R/O/C”.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Initial screen Account Group Customer Company Code Description R/O/C User Action and Values Comments Customer Account Group < Blank > MCGM R R R Selection of Group from drop down menu System gives number internally MCGM Press Enter (Note: On above table.1. “C” = Conditional) Click on the ENTER button. “O” = Optional. “R” = Required. enter information in the fields as specified in the table below: 30.0 Page 188 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.3 On screen “Create Customer”.

9.0 Page 189 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

9.0 Page 190 of 314 . Pin code Company code data segment Reconciliation G/L Account account Message will appear – Customer Number XXX has been created in Company Code MCGM.Box Search Term Department .2 Change Customer Master Overview Trigger: 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM Field Name Initial screen Account Group Customer Company Code Description Customer Account Group < Blank > MCGM R/O/C R R R R R R O R R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Comments Selection of Group from drop down menu System gives number internally MCGM Press Enter Name of Company Name of Company Short title for search Optional field Postal Code General Data Segment Title Title Name Name Search Term Address including Country P. 1.

2.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 The Enterprise needs to change certain information of Customer (Sub-ledger) Accounts related information. o Name and Address – Change in official address or communication.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2. On screen ‘Change Customer Master: Initial screen” enter the information in the fields specified in the table below: 30.2. Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > Accounts Receivable > Master Records > Change FD02 1.1.0 Page 191 of 314 . Customer master information may be required to change due to following circumstances.9. o Change in tax related information (Service tax) o Change in bank details of customers o Change of alternate payee o Change in terms of payment Procedural Steps 1. Business Process Procedure Overview Customer data is required to be updated frequently so that data available for customers is up to date and is correctly maintained centrally.

3. “O” = Optional. On screen ‘Change Customer: Basic screen’.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Customer Description R/O/C Identifier that identifies the R cost center User Action and Values Comments Enter the customer master which is to be changed (Note: On above table.9. enter the information in the fields as specified in the table below: 30. in column “R/O/C”. “C” = Conditional) Click Enter Button 1.2.0 Page 192 of 314 . “R” = Required.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 193 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.

9. “O” = Optional. “C” = Conditional) Click the button to save the changes. “R” = Required.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 30. in column “R/O/C”.Box Reconciliation account END USER DOCUMENTATION FINANCE & CONTROLLING 1 Description R/O/C User Action and Values Comments Title Name Search Term Department Pin code G/L Account R R R O R R Can be changed Can be changed Can be changed Can be changed Can be changed Can be changed .0 Page 194 of 314 . Message will appear – Customer Number XXX has been changed in Company Code MCGM.MCGM Field Name Basic Data Tab Title Name Search Term Address including Country P. (Note: On above table.

0 Page 195 of 314 .MCGM 2.1. Business Process Procedure Overview Customer master is required to be blocked for – END USER DOCUMENTATION FINANCE & CONTROLLING 1 In case of defaulted customers or discontinued customer.1. it will be necessary to block customer master in SAP so that no further documents can be entered in SAP for respective customer.1 Customer Master Blocking Overview Trigger: Request for blocking particular customer related transaction. Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > Accounts Receivable > Master Records > Block/unblock FD05 2.9.2 Initial screen “Customer block/unblock”. enter information in the fields as specified in the table below: 30.0 Blocking/Unblocking 2. Procedural Steps 2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1.

in column “R/O/C”.0 Page 196 of 314 .9. “C” = Conditional) Click on the ENTER button.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Customer Description R/O/C Key that uniquely identifies R Customer required to be blocked or unblocked User Action and Values Comments Give suitable customer name (Note: On above table. “O” = Optional. 30. “R” = Required.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

0 Page 197 of 314 .9.1.3 Details Accounting Screen “Customer Block/Unblock”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 2. enter information in the fields as specified in the table below: 30.

Message will appear – “The changes have been saved “at the bottom after pressing the 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Initial Screen Customer Company Code Press enter Description Customer Number MCGM or Go to Customer > Block/unblock R/O/C R R User Action and Values Enter the Customer number MCGM Comments Details Accounting Screen Posting Block Selected Select company code R enter Save the data by clicking the button. button.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 198 of 314 .9.

0 Page 199 of 314 . On screen “Enter Customer Invoice”.1.2.1.1 Scrap sales accounting Overview Trigger: Revenue will be booked in accounting by way of sales. Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > Accounts Receivable > Document entry > invoice FB70 3. Based on the receipt generated in SAP. Sales tax and Tax Collected at Source (TCS) is recoverable on scrap sales. For this invoice document will be entered in FI module and receipts will be entered against invoice amount. enter information in the fields as specified in the table below: 30. Procedural Steps 3.9. Based on sales order and DD forwarded by customer to Accounts Officer. goods will be issued to the customer.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 3. Business Process Procedure Overview Sales order is issued by MSTC (outside agency) for scrap stock sold to outside customer.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Sales accounting 3. Invoice and collection will be entered in SAP system.

0 Page 200 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

If document is correct.1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Comments Field Name Description R/O/C User Action and Values Basic data tab Customer Customer code R 66 Invoice date Invoice date R Enter the document date Amount Amount R 100000 Enable R Enable calculate tax Details Business area Enter business area R 1000 Line item GL account Enter income account R 150110300 Amount Amount R * Tax code Enter tax code R Enter the suitable Tax Code Business area Enter BA R 1000 Press enter and simulate > Document > Simulate.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. post the same 3.2 Collection Accounting Procedural Steps 3.0 Page 201 of 314 .2. Access transaction by: 30.

2. On screen “Post Incoming Payments” enter information in the fields as specified in the table below: 30.2.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 202 of 314 .MCGM Via Menus Via Transaction Code END USER DOCUMENTATION FINANCE & CONTROLLING 1 Accounting > Financial Accounting > Accounts Receivable > Document entry > Incoming payment F-28 3.

Account Amount Business Area Open Item Selection . Comments Document Date Enter the Bank Account number. Enter the amount Enter the business Area Enter the customer Account (Note: On above table. 30. Enter the business Area. Select the Invoice against which the payment is to be recorded.0 Page 203 of 314 .9.MCGM Field Name Document Date Bank Data. “R” = Required.Account Description R/O/ C R G/L R R R R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Enter the document date. “O” = Optional. “C” = Conditional) Click Button. in column “R/O/C”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Give G/L based on the receipt.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.MCGM Save the document by clicking the button.0 Page 204 of 314 .

Procedural Steps 1.MCGM ASSET ACCOUNTING 1. Comments 30. MCGM Put 1 . Computer) or capitalize from a Project.0 Asset Master 1. Click Enter Button. The asset master record contains all information relating to an asset that remains unchanged over a longer period of time: • Technical master data • Organizational allocations • Depreciation terms The system stores all the values and transaction data per each asset master record. enter information in the fields as specified in the table below: Field Name R/O/ C Asset Class The grouping which is the R main driver for the assets accounting Company Code The company code to which R the asset is assigned.0 Page 205 of 314 . Motor Car. a fixed asset master is required to be created.9. Number of Number of similar assets R similar assets that you want the system to create.1 Create Asset Trigger: There is a business need to create a Fixed Asset master END USER DOCUMENTATION FINANCE & CONTROLLING 1 BUSINESS PROCESS PROCEDURE OVERVIEW Whenever a new asset is to be procured directly (like Furniture.2 On screen “Create Asset: Initial Screen”.1. Description User Action and Values Select a proper Asset Class based on kind of asset.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1 Access Create Asset Master Records transaction by: Accounting Financial Accounting Create Asset AS01 Fixed Assets Asset Via Menus Via Transaction Code 1.1.

3.1. enter information on the first tab page (General) in the fields as specified in the below table: Field Name Description Description Text R/O/ C R User Action and Values Give a suitable description for the asset like the detailed estimate number and description for a project which will be capitalized.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1. On screen “Create Asset: Master data”. Comments 30.0 Page 206 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Select the proper Fund Center code from the drop down menu.0 Page 207 of 314 .9. get automatically posted based on cost Center selected. 30. 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Go to next tab page “Time dependant” by clicking the button at top.1.4 Enter information on the second tab page (Time-dependant) in the fields as specified in the below table: Field Name Cost Center Description R/O/ C The Cost Center where the R asset belongs User Action and Values Comments Fund Center The fund center where R budget for that particular asset is allotted Select the proper Cost The Business Center code from the drop Area field will down menu.

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

Go to next tab page “Depreciation. Area” by clicking the

button at top thrice.

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 208 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

1.1.5 Enter information on the final tab page (Depreciation area) in the fields as specified in the below table:

Field Name Useful life

Description

R/O/ C This field denotes the R possible asset life for that particular asset

User Action and Values Give a suitable value.

Comments

Click the

button to save the data.

Message will appear – The Asset XXXXXX is created. (The asset numbers will be system generated)

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 209 of 314

MCGM
1.2 Change Asset
Trigger: There is a business need to change a Fixed Asset master

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

BUSINESS PROCESS PROCEDURE OVERVIEW You can change normal asset master record information by simply changing the field contents in the asset master record.

Procedural Steps 1.2.1. Access Change Asset Master Records transaction by: Accounting Financial Accounting Change Asset AS02 Fixed Assets Asset

Via Menus Via Transaction Code

1.2.2 On screen “Change Asset: Initial Screen”, enter information in the fields as specified in the table below: Field Name Asset Company Code Sub Number R/O/ C The number of the Assets R The company code to which R the asset is assigned. If required O Description User Action and Values MCGM 0 Comments . Normally Zero. its

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 210 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

Click Enter

Button.

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 211 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

Do the changes and Save

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 212 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

1.3 Display Asset Trigger: There is a business need to Display a Fixed Asset master BUSINESS PROCESS PROCEDURE OVERVIEW This process is to display an Asset Master.

Procedural Steps 1.3.1 Access Display Asset Master Records transaction by: Accounting Financial Accounting Display Asset AS03 Fixed Assets Asset

Via Menus Via Transaction Code

1.3.2 On screen “Create Asset: Initial Screen”, enter information in the fields as specified in the table below: Field Name Asset Company Code Sub Number R/O/ C The number of the Assets R The company code to which R the asset is assigned. If required O Description User Action and Values MCGM 0 Comments . Normally Zero. its

Click Enter

Button.

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 213 of 314

If required O Description User Action and Values MCGM 0 Comments . including APC values and depreciation.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1. as well as values already posted.4 Asset Explorer Trigger: There is a business need to use this function to display and analyze asset values.0 Page 214 of 314 . 30.1 Access Asset Explorer Records transaction by: Accounting Financial Accounting Asset Explorer AW01N Fixed Assets Asset Via Menus Via Transaction Code 1. in various forms and summarization levels. Planned values are displayed.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. enter information in the fields as specified in the table below: Field Name Asset Company Code Sub Number R/O/ C The number of the Assets R The company code to which R the asset is assigned. Procedural Steps 1. Normally it’s Zero.9. BUSINESS PROCESS PROCEDURE OVERVIEW This function shows all the values of a fixed asset.2 On screen “Asset Explorer”.4.4.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 215 of 314 . Down Payments etc.9. Ordinary Depreciation.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On clicking the Tab Planned Value – it gives the overall values of the Asset. 30.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 216 of 314 . 30.9. Depreciation posted for that year.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On clicking the Tab Posted Values will display the value of the Acquisition. Down payment.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On clicking the Tab Comparison will display the comparison of an asset over the years.0 Page 217 of 314 . 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Remaining Life.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On clicking the Tab Parameters will display the Useful Life.9.0 Page 218 of 314 . 30. Depreciation Start Date etc.

but with reference to a purchase order.9. On screen “Acquisition from purchase with vendor”. enter information in the fields as specified in the table below: Field Name Document date Posting date Account Text Amount Business Area Pst ky Account TTYPE Description R/O/ C R R User Action and Values Give date Acquisition.1 Access External Asset Acquisition transaction by: Accounting Financial Accounting Acquisition external Acquisition F-90 Fixed Assets with Vendor Posting Via Menus Via Transaction Code 2.1. In Asset Accounting (FI-AA) in integration with Accounts Payable (Vendor).MCGM 2.2.1. Give date Acquisition.0 Page 219 of 314 . of of asset asset Comments Vendor Account Number R Text field O The value of the Asset R being purchased O Posting Key R Asset number R Transaction Type R Give suitable text XXXXX Give suitable Area 70 XXXXXXXXXXX 100 Asset Debit External Acquisition 30. 2.0 Asset Acquisition Trigger: Business needs to acquire an Asset. Procedural Steps 2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1 External Acquisition An external asset acquisition is a business transaction resulting from the acquisition of an asset from a business partner. BUSINESS PROCESS PROCEDURE OVERVIEW END USER DOCUMENTATION FINANCE & CONTROLLING 1 The primary business process in asset accounting is the purchase of assets and/or the capitalization of an Asset.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.0 Page 220 of 314 .

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 221 of 314 .

0 Page 222 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Simulate the document and post . 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

if the asset was created in the wrong asset class. You can post both of these types of transfer either automatically retirement and acquisition posted in one step or manually retirement and acquisition posted in two separate steps. You settle an asset under construction and transfer it to a finished asset.2.0 Asset Transfer Trigger: There is a requirement to transfer an asset. you transfer a fixed asset.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Intracompany transfer may be necessary for one of the following reasons: • • • An asset was created in the wrong asset class. Inter-company asset transfer: a sending asset or component of an asset is transferred to a target asset that is assigned to a different company code. for example. enter information in the fields as specified in the table below: 30. Procedural Steps 3.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 3. to a different asset master record. The target asset has to be in the same company code as the sending asset. 3. You split up an asset or move part of an asset (transfer from asset to asset).9. you have to transfer the asset to a new master record.1.0 Page 223 of 314 .1 Access Transfer Asset transaction by: Accounting Transfer ABUMN Financial Accounting Fixed Assets Transfer within company code Posting Via Menus Via Transaction Code 3. On screen “Enter Asset Transaction: Transfer within Company code (tab page “Transaction data”. or an asset component. BUSINESS PROCESS PROCEDURE OVERVIEW In Asset Accounting. SAP differentiates between two types of transfer.1 Asset Transfer within Company Using asset transfer within Company. intra-company and inter. Since you cannot change the asset class in the asset master data.company asset transfer: Intra-company asset transfer: a sending asset or component of an asset is transferred to a target asset within a single company code.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.0 Page 224 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

“R” = Required. “C” = Conditional) Go to tab page “Partial Transfer” 3. Give date of asset transfer.3 On screen “Enter Asset Transaction: Transfer within Company code” (tab page “Partial transfer”).2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1. in column “R/O/C”. Comments Give suitable text Give asset code created in the steps mentioned above in this manual. “O” = Optional. Give date of asset transfer. Description User Action and Values Give asset code which is getting transferred Give date of asset transfer.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name R/O/ C Asset Asset code for the asset to R be transferred Document date R Posting date R Asset Val Tran The date of transfer –based R on this date the depreciation on transferred asset gets calculated.0 Page 225 of 314 . (Note: On above table. Text Text field O Existing asset The asset to which the R radio button existing asset will get transferred. enter information in the fields as specified in the table below: 30.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. radio asset which is getting button.0 . the required percentage (less than 100) can be put.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Percentage rate Description R/O/ C The percentage of existing R asset to be transferred. Page 226 of 314 From current This implies the original R year acq.9. This radio button is to be clicked only if the asset gets transferred on the same year in which it was procured. the other radio button “Prior year acquis” is to be clicked. Other wise. 30. User Action and Values 100 Comments In case of partial transfer. transferred pertains to the existing fiscal year. Click the radio button.

The accounting entries shown above will get posted.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 227 of 314 . The accounting entry will be Original Asset Credit Accumulated Depreciation on original asset Debit Transferred Asset Debit Accumulated Depreciation on transferred asset Credit Click the Save button to save the changes An accounting document number will be generated. 30.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Click the simulate button The accounting entry (it will get posted only after the transaction is saved) will be shown.

9.1 Access Asset retirement with Revenue transaction by: Accounting Financial Accounting Fixed Assets Posting Retirement Retirement with revenue with customer F-92 Via Menus Via Transaction Code 4.1. enter information in the fields as specified in the table below: 30. This process deals with sale of Assets after the same has been approved.MCGM 4.2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. destruction/damage of asset or for any other reason can be either sold or scrapped. An Asset or Scrap is sold with Revenue to a customer.1 Asset Retirement with Revenue Procedural Steps 4.1. 4.0 Page 228 of 314 . The details for that asset will be available in Asset History Sheet.0 Asset Retirement Trigger: One or more assets are to be scrapped and subsequently sold. On screen “Asset retirement from Sale with Customer”. END USER DOCUMENTATION FINANCE & CONTROLLING 1 BUSINESS PROCESS PROCEDURE OVERVIEW A fixed asset which has become unusable due to either technological obsolescence.

9.0 Page 229 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

of of asset asset Comments Customer Account Number R Text field O The value of the Asset R being purchased O Posting Key R Asset number R Transaction Type R Give suitable text XXXXX Give suitable Area 70 XXXXXXXXXXX 100 Asset Debit External Acquisition 30.0 Page 230 of 314 .9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Give date Acquisition.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Document date Posting date Account Text Amount Business Area Pst ky Account TTYPE Description R/O/ C R R User Action and Values Give date Acquisition.

That is depreciation run can only be executed for a period if it is complete for the previous period. such errors are to be removed and the run again executed. Depreciation posting is to be done on the last day of every month.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 231 of 314 . Following points must be remembered while undertaking a depreciation run:• Depreciation run has to be executed period wise in chronological order. no General Ledger posting is done.1 Access Depreciation posting run by: Accounting Processing AFAB Financial Accounting Fixed Assets Depreciation run Execute Periodic Via Menus Via Transaction Code 5. Depreciation run updates the depreciation for all assets and debits depreciation (P/L A/c) and correspondingly credits the Accumulated Depreciation (B/S A/c). Only if the test run is successful execute the run by removing test run.0 Closing Procedures Trigger: Normal Month end and Year end activity BUSINESS PROCESS PROCEDURE OVERVIEW The following objects describe tasks that are carried out during period-end closing or year-end closing in Asset Accounting.2 On screen “Depreciation posting run”.1. The normal Month end processing are • Depreciation Run • Report Printing The Year end processing are • Fiscal Year change • Depreciation Run • Report Printing 5.1. Till the run is in test status.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 5. Procedural Steps 5. If depreciation run is not done in any month the financial statements (trial balance) will not disclose a true and correct view.1 Depreciation Run Trigger: Normal Month end and Year end activity BUSINESS PROCESS PROCEDURE OVERVIEW Processing of Planned and Unplanned Depreciation. if there are any errors. • Always pick test run first. enter information in the fields as described in the table 30. rather than on an individual basis.9. As described below.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 232 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.

The posting period must be sequential and no posting period can be jumped. A message will appear like “Back ground job was scheduled for program RAPOSTXXXX”. in column “R/O/C”. “O” = Optional. Click the button in the screen that appears. (Note: On above table. “C” = Conditional) Tick the check box “test run” first.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Description END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values MCGM The fiscal year (2006) Put the correct posting period Comments . “R” = Required. Go to the toolbar – Program Execute in background. Verify no errors found. Click the button in the next screen followed by button.9. Radio button “planned posting run” R Click the radio button.System Own jobs. Note the Program number.0 Page 233 of 314 . go to toolbar -. to view 30. Go to SAP main menu. Select the Job and click the details of the job.MCGM Field Name Company code Fiscal year Posting period R/O/ C R R The period for which the R depreciation run is to be executed.

0 Page 234 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 If any errors are shown in transaction.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. then to know the error .go to transaction AFBP (Log of Posting Run) . Give the following details:- 30.

“C” = Conditional) 30. The posting period must be same as that used in transaction AFAB (Note: On above table.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Company code Fiscal year Posting period R/O/ C R R The period for which the R depreciation run is to be executed.0 Page 235 of 314 . “O” = Optional. Description User Action and Values MCGM The fiscal year (2006) Put the correct posting period Comments . “R” = Required. in column “R/O/C”.9.

1 Access Fiscal Year Change by: Accounting Processing AJRW Financial Accounting Fiscal Year Change Fixed Assets Periodic Via Menus Via Transaction Code 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Click the Execute button at top and note the error messages that appear.2 Fiscal Year Change Trigger: Normal Month end and Year end activity BUSINESS PROCESS PROCEDURE OVERVIEW • From the point of view of the system. you must have already closed fiscal year YYYY .0 Page 236 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. • The fiscal year change can only be carried out (even in test mode) for the new fiscal year. The earliest that you can carry out a fiscal year change is in the last month of the old fiscal year.1. Repeat the same exercise. rectify the problems and again execute Depreciation posting run for the same period in “test run” mode. At the fiscal year change. • You can choose any point in the new fiscal year for carrying out the fiscal year change.9. execute depreciation posting by removing the “test run”. An accounting document will be generated which can be seen from transaction FB03 with combination of document type AF and posting date (last day of the month for which period posting run is made) Depreciation –Building debit Depreciation –Apparatus & plant debit ----------------------------------------------debit (signifying depreciation for all other asset classes) Accumulated Depreciation –Building credit Accumulated Depreciation –Apparatus & plant credit -----------------------------------------------------------------credit (signifying Accumulated Depreciation for all other asset classes) 5. Based on the error massage. Before you can change to fiscal year YYYY. the asset values from the previous fiscal year are carried forward cumulatively into the new fiscal year. a fiscal year change is the opening of a new fiscal year for a company code. You can have a maximum of two fiscal years open for posting at one time Procedural Steps 5. till the test run is executed without any error.2. After test run is completed without error.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 5.0 Page 237 of 314 . 30. enter information in the fields as described in the table Click Execute .1.9.2 On screen “Asset Fiscal Year Change”.

30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Click Yes to continue.9.0 Page 238 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

9. 30. The New fiscal year is open for Asset Posting. Always run Test run mode to make sure no errors. Remove the tick and run for Real update.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Company code Fiscal year Test Run Description R/O/ C R R O User Action and Values MCGM The fiscal year (2006) Tick the Test Run Comments .0 Page 239 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

the initial selection screen appears in a simplified form. Access Asset Information List by: Accounting Financial Accounting Fixed Assets Information System Reports on Asset Accounting Asset Balance Balances Lists Asset Balances By Asset Number S_ALR_87011963 Via Menus Via Transaction Code 5. Therefore. enter information in the fields as described in the table . This report selection tree is a freely definable hierarchical structure.3. All of the reports in the standard report selection tree are pre-defined with report variants.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 5. Procedural Steps 5.1. when you call them up. You can make different initial selections such as. and so on. asset class.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. location.3. by asset number.2 On screen “Asset Balances”. 30.3 Asset Report Trigger: Normal Month end and Year end activity BUSINESS PROCESS PROCEDURE OVERVIEW The Asset Accounting Information System offers report selection in the form of a report tree.0 Page 240 of 314 . cost center.

0 Page 241 of 314 .9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

9. List Print or Export. 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Company code Asset Number Description R/O/ C R O User Action and Values MCGM The fiscal year (2006) Comments If particular Asset is not mentioned it will show all the assets.0 Page 242 of 314 . Report Date List Assets The details required as of R Date O Put the desired date Click the Radio Button as preferred Click Execute to display the reports. The same report can be printed or export to Excel Sheet from the Menu Bar.

1.1 Access Create Cost Center Master Records transaction by: Accounting > Controlling > Cost center Accounting > Master data > Cost center > Individual processing >Create KS01 Via Menus Via Transaction Code 1.0 Page 243 of 314 30. The lowest possible unit where an expense can be captured have been defined as Cost Center –which are created with a combination of Cost category (operation/maintenance/general). enter information in the fields as specified in the table below: Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1 Create Cost Center Overview Trigger: There is a business need to individually create a new cost center Business Process Procedure Overview A cost center is an organizational unit within a controlling area that represents a clearly delimited location where costs occur.2 On screen “Create Cost Center: Initial Screen”.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 COST CENTER ACCOUNTING 1.1.0 Cost Center 1.9.2006 Created on . Department and geographical location (HO/Zone/Ward) Procedural Steps 1.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 244 of 314 .

“O” = Optional. “R” = Required. From:.01/04/2006 To:.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.0 Page 245 of 314 .31/12/9999 (Note: On above table. in column “R/O/C”. Button On screen “Create Cost Center: Basic Screen”.3. Set Controlling Controlling area area Cost Center New Organizational Unit to R be created as Cost Center Give a suitable code Valid To/From Beginning and end dates for R the analysis period you are defining e.MCGM Field Name Description R/O/ C R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Enter the controlling area. Comments This is in a pop up window prior to continuing with the next 2 items below. “C” = Conditional) Click Enter 1. The code is to be given following the coding convention.g. enter information in the fields as specified in the below table: 30.

0 Page 246 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

Select the drop down arrow to select the proper Business area depending on Business unit for which the Cost center is being created.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. “2” for Administration etc. Comments Enter name of the R department to which the cost center belongs Center Cost Center category R Hierarchy Area As previously defined in the R Cost Center Standard Hierarchy Enter business area to R which the cost center belongs Business Area Currency Enter currency R Enter INR (Note: On above table.0 Page 247 of 314 . “O” = Optional.MCGM Field Name Name Description Person responsible Department Cost category Description Cost Center Name Cost Center description Responsible Person’s Name R/O/ C R R R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Give suitable name Give a detailed description in the same way as name The highest Finance Official in that Business Unit. 30. Give the corresponding Business Unit name Select proper category from the drop down list like “1” for Service. in column “R/O/C”.9. “R” = Required. “C” = Conditional) Save data by clicking button Message will appear – Cost Center has been created. Select the drop down arrow to select the proper hierarchy code which will be based on Business unit and service.

9.MCGM 1. END USER DOCUMENTATION FINANCE & CONTROLLING 1 Business Process Procedure Overview A cost center is an organizational unit within a controlling area that represents a clearly delimited location where costs occur.0 Page 248 of 314 30.Department and geographical location (HO/Zone/Ward) Sometimes a need may arise to change certain fields in a Cost Center.3. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost center Accounting > Master data > Cost center > Individual processing >Change KS02 1.2 Change Cost Center Overview Trigger: There is a business need to change an existing cost center.4. Procedural Steps 1.2. On screen ‘Change Cost Center: Initial screen” enter the information in the fields specified in the table below: Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2006 Created on . The lowest possible unit where an expense can be captured have been defined as Cost Center – which are created with a combination of Cost category (operation/maintenance/general).2.

“O” = Optional. in column “R/O/C”. On screen ‘Change Cost Center: Basic screen’.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Cost Center Description R/O/C 10 Char. enter the information in the fields as specified in the table below: 30. Identifier that R identifies the cost center User Action and Values Comments Enter the cost center code which is to be changed (Note: On above table.9.0 Page 249 of 314 . “C” = Conditional) Click Enter Button 1. “R” = Required.3.2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 250 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

“R” = Required. It is preferable not to change the hierarchy area.MCGM Field Name Name Description Person responsible Department Cost category Description Cost Center Name Cost Center description Responsible Person’s Name R/O/ C O O O END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Change the existing name if required. particularly if any transaction has taken place in that Cost Center. Currency . O Enter INR (Note: On above table. particularly if any transaction has taken place in that Cost Center. It is preferable not to change the cost center category. “C” = Conditional) Click the button to save the changes. Change the designation of the person responsible. in column “R/O/C”. 30. Change the department name Change Cost Center category after selecting the same from the drop down list. Message will appear – Cost Center has been changed.0 Page 251 of 314 . Change the existing description if required. Comments Enter name of the O department to which the cost center belongs Center Cost Center category O Hierarchy Area As previously defined in the O Cost Center Standard Hierarchy Select the drop down button and select the proper hierarchy area. particularly if any transaction has taken place in that Cost Center.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Business Area Enter business area to O which the cost center belongs Select the drop down button and select the proper business area. “O” = Optional. It is preferable not to change the business area.9.

enter information in the fields as specified in the table below: 30.1 Create Cost Center Group Overview Trigger: The Enterprise needs to establish a Cost Center Group. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost center Accounting > Master data > Cost center Group > Create KSH1 2. as many as required Sub-cost Center Groups can be created under each of which the required Cost Centers are to be attached.2 On screen “Create Cost center group: Initial Screen”. Procedural Steps 2. As many Cost Center Groups as required can be created.0 Cost Center Group 2. Business Process Procedure Overview END USER DOCUMENTATION FINANCE & CONTROLLING 1 Alternative cost center hierarchies created in the system are commonly called "cost center groups" – which will be used mainly for reporting purposes.1.0 Page 252 of 314 .2.9.MCGM 2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. These Cost Center Groups contain only those Cost Centers which are relevant for a particular report. Further under one main Cost Center Group.1.

9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 253 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

“C” = Conditional) Click Enter Button Enter the description of the Cost Center Group like “Cost Center Group 1 for Testing” (description can be a maximum of 40 characters) 30.0 Page 254 of 314 .MCGM Field Name Description R/O/C Cost center The name of a node in R group hierarchically structured groups. “R” = Required. name must be unique and created as per the coding convention (Note: On above table. “O” = Optional. END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Comments Enter a proper code for Cost The group Center Group.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. in column “R/O/C”.

Message will appear – “The changes have been saved “at the bottom after pressing the 30.3 On screen “Create Cost center group: Structure”. add a new node to a top node or sub node by entering information in the fields as specified in the table below: Create a sub Cost Center Group under the main Cost Center Group MCGM.0 Page 255 of 314 . Take the cursor to the button with narration “Lower Level”. button.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 2. Save the data by clicking the button and then by pressing the button.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. The new Cost Center main Cost Center Group and click the Group may be named as per requirement.

Procedural Steps 2. These Cost Center Groups contain only those Cost Centers which are relevant for a particular report.0 Page 256 of 314 . Business Process Procedure Overview Alternative cost center hierarchies created in the system are commonly called "cost center groups" – which will be used mainly for reporting purposes.2.9.2 Change Cost Center Group Overview Trigger: The Enterprise needs to establish a Cost Center Group.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. The Cost Center Groups may have to be changed based on need/necessities. . enter information in the fields as specified in the table below: 30. As many Cost Center Groups as required can be created.2 On screen “Change Cost center group: Initial Screen”.2.1Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost center Accounting > Master data > Cost center Group > Change KSH2 2.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 2. as many as required Sub-cost Center Groups can be created under each of which the required Cost Centers are to be attached. Further under one main Cost Center Group.

3 On screen “Change Cost center group: Structure”. in column “R/O/C” . add /delete Cost Centers as described below:- 30. “R” = Required.9.0 Page 257 of 314 . “O” = Optional.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Description Cost center A hierarchy node group R/O/C R User Action and Values Comments Enter the code of the Cost Center Group that you wish to change (Note: On above table. “C” = Conditional) Click Enter Button Click one of the Cost Center Groups on which changes is to be made 1.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.0 Page 258 of 314 .

• Addition of a Cost Center to the Group Click the button with narration “Cost Center”. Key in the code of a new Cost Center that is required to be added to this Cost Center Group.0 Page 259 of 314 .9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 • Removal of a Cost Center from the Group Select one of the existing Cost Centers by placing the cursor on it and then press the F9 key or click button. button Message will appear – “The changes have been saved “ at the bottom after pressing the 30. Then remove that selected Cost Center from the Cost Center Group by pressing F5 key or click button. Save the data by clicking the button and then by pressing the button.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

Procedural Steps 3.0 Cost Element 3.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1. Business Process Procedure Overview A Cost Element is “Cost Carrier”.1 Create Cost Element -Primary Overview Trigger: A new General Ledger Account (for expense or revenue) has been opened and for that a primary Cost Element has to be created. Access Create Cost Center Master Records transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Element Accounting > Master Data > Cost Element > Individual Processing > Create Primary KA01 3. it carries cost to the CO from FI/Other modules. that is Profit & loss Accounts. Primary Cost Elements are nothing but General ledger accounts for expense or revenue. On screen “Create Cost Element: Initial Screen”.1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 3.9.2.0 Page 260 of 314 .1. that is. enter information in the fields as specified in the table below: 30. Whenever a new General Ledger Account for expense/revenue is created a corresponding Primary Cost Element is to be created immediately before any posting on that General Ledger account is allowed.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 261 of 314 .

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. enter information in the fields as specified in the below table: 30.9.MCGM Field Name Description R/O/ C R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Enter the controlling area. Comments This is in a pop up window prior to continuing with the next 2 items below. On screen “Create Cost Element: Basic Screen”. Set Controlling Controlling area area Cost Element New Organizational Unit to R be created as Cost Element Valid To/From Beginning and end dates for R the analysis period you are defining Give the same code as that of the General ledger Account (expense/revenue) created which has necessitated the creation of the primary cost element.31/12/9999 (Note: On above table.0 Page 262 of 314 . From:. This can only be created after the G/L A/c is created.01/04/2006 To:. “R” = Required. in column “R/O/C”. “O” = Optional. “C” = Conditional) Click Enter Button 3.3.1.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 263 of 314 .

“C” = Conditional) Save data by clicking button Message will appear – Cost Element has been created. Select 1 if the Cost Element is created for a Expense related General Ledger Account. 30.9. Select 11 if the Cost Element is created for Revenue related General Ledger Account. Comments Cost Element Cost Element category – R category This defines whether a Cost element belongs to expense/revenue (Note: On above table. Same description as given for the General Ledger Account will appear by default.0 Page 264 of 314 .MCGM Field Name Name Description Description Cost Element Name Cost Element description R/O/ C R R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Same name as given for the General Ledger Account will appear by default. “O” = Optional.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. in column “R/O/C”. “R” = Required.

which carries cost from one Cost Object to another (like from one Cost Center to another) within the CO module itself. On screen “Create Cost Element: Initial Screen”.1.9.2.MCGM 3. Access Create Cost Center Master Records transaction by: Accounting > Controlling > Cost Element Accounting > Master Data > Cost Element > Individual Processing > Create Secondary KA06 Via Menus Via Transaction Code 3. or a new activity /overhead allocation method has come which necessitates creation of a secondary Cost element. Unlike primary cost elements secondary cost elements has no link with any other module.2. Business Process Procedure Overview A Secondary Cost Element is a “Cost Carrier”. enter information in the fields as specified in the table below: 30.0 Page 265 of 314 . Procedural Steps 3.2.2 Create Cost Element -Secondary Overview END USER DOCUMENTATION FINANCE & CONTROLLING 1 Trigger: A new Activity-type is to be created/ new formula for fixing overhead rates has come.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

9.0 Page 266 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

“C” = Conditional) Click Enter Button 3.3. Set Controlling Controlling area area Cost Element New Organizational Unit to R be created as Cost Element Valid To/From Beginning and end dates for R the analysis period you are defining Give code based on the purpose for which the secondary cost element is being created. in column “R/O/C”. “O” = Optional. whether for activity type/overhead rate allocation etc. On screen “Create Cost Element: Basic Screen”.2.01/04/2006 To:.MCGM Field Name Description R/O/ C R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Enter the controlling area. Comments This is in a pop up window prior to continuing with the next 2 items below.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. The secondary cost element code should be given as per coding convention. that is.31/12/9999 (Note: On above table. enter information in the fields as specified in the below table: 30.0 Page 267 of 314 . “R” = Required. From:.9.

0 Page 268 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. “C” = Conditional) Save data by clicking button Message will appear – Cost Element has been created.9.MCGM Field Name Name Description Cost Element Name R/O/ C R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Comments Description Cost Element description R Cost Element Cost Element category – R category This defines whether a Cost element belongs to expense/revenue Give suitable name like Unlike Project Labor Activity primary cost (Maximum 20 characters) element. 30.0 Page 269 of 314 . in column “R/O/C”. “O” = Optional. the name will not come automatically Give suitable description like Unlike Cost Element to measure primary cost Project Labor Activity element. “R” = Required. the (Maximum 40 characters) name will not come automatically Select 43 if the Cost Element is for Internal Activity Allocation. (Note: On above table.

If required.3.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM 3.In case of secondary cost element .2.3 Change Cost Element –Primary & Secondary Overview END USER DOCUMENTATION FINANCE & CONTROLLING 1 Trigger: Primary Cost Element has to be changed if the name of the GL Account .3. On screen “Change Cost Element: Initial Screen”. (Primary Cost Elements) or within CO module from one Cost object to another (Cost Center to Cost Center). Access Create Cost Center Master Records transaction by: Accounting > Controlling > Cost Element Accounting > Master Data > Cost Element > Individual Processing > Change KA02 Via Menus Via Transaction Code 3. Business Process Procedure Overview A Cost Element is “Cost Carrier”.9. enter information in the fields as specified in the table below: 30.0 Page 270 of 314 . a new activity /overhead allocation method has come which necessitates creation of a secondary Cost element. that is it carries cost either to the CO from FI/Other modules. Primary cost elements are nothing but General Ledger accounts for expense/revenue. certain fields of a Cost element can be changed.1. Procedural Steps 3.

0 Page 271 of 314 .9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

enter information in the fields as specified in the below table: 30.MCGM Field Name Description R/O/ C R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Enter the controlling area. in column “R/O/C”. Set Controlling Controlling area area Cost Element Organizational Unit to be R changed as Cost Element Give the code of the Cost element which is to be changed.3. “C” = Conditional) Click Enter Button 3. On screen “Change Cost Element: Basic Screen”.9.0 Page 272 of 314 . (Primary or secondary) (Note: On above table.3. Comments This is in a pop up window prior to continuing with the next 2 items below. “O” = Optional.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. “R” = Required.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.0 Page 273 of 314 .

“R” = Required.9. “O” = Optional. in column “R/O/C”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. “C” = Conditional) Save data by clicking button Message will appear – Cost Element has been changed.0 Page 274 of 314 . 30. (Note: On above table.MCGM Field Name R/O/ C Name Cost Element Name R Description Cost Element description R Cost Element Cost Element category – R category This defines whether a Cost element belongs to expense/revenue Description END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Change the name Change description Comments This field should not be changed.

9. These groups will be used mainly for use in reporting Business Process Description Overview Organizational unit storing a group of cost elements. Any number of cost element groups can be created based on the reporting need.MCGM 4.0 Page 275 of 314 . Procedural Steps 4.1. Cost Element Groups can be created for both Primary and Secondary Cost Elements. Cost elements with similar characteristics may be grouped together in cost element group.1 Create Cost Element Group END USER DOCUMENTATION FINANCE & CONTROLLING 1 Overview Trigger: Request for a Cost Element Grouping.0 Cost Element Group 4.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Element Accounting > Master Data > Cost Element Group > Create KAH1 > 30.

0 Page 276 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 4. enter the specified information in the fields in the table below: 30.2 On screen “Create Cost Element Group: Initial Screen”.9.

“R” = Required.3. On screen “Create Cost Element Group: Structure” the following are to be entered • Create a sub Cost Element Group under the main Cost Element Group Primary Cost Element.MCGM Field Name Cost Group Element Description R/O/ C R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Comments New Cost Give a suitable code. “C” = Conditional) Click Enter Button Enter the description of the Cost Element Group like “Tax Revenue” (description can be a maximum of 40 characters) 4.0 Page 277 of 314 30.1. Coding Element Group can be either numeric or Name alphanumeric.2006 Created on . The new Cost Element Group may be named like Tax Revenue and the description may be Cost Element Group for all Tax related revenues (description can be a maximum of 40 characters) Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. in column “R/O/C”. “O” = Optional.9. Take the cursor to the main Cost Element Group and click the button with narration “Lower Level”. (Note: On above table.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Save the data by clicking the button and then by pressing the button.0 Page 278 of 314 .9. Message will appear – “The changes have been saved at the bottom after pressing the button. 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2 Change Cost Element Group Overview Trigger: Request for a Cost Element Grouping. On screen “Change Cost Element Group: Initial Screen”. If required Cost Element Groups can be changed. Cost elements with similar characteristics may be grouped together in cost element group. Any number of cost element groups can be created based on the reporting need.2.1. enter the specified information in the fields in the table below: 30. Cost Element Groups can be created for both Primary and Secondary Cost Elements.1 Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Element Accounting > > Master Data > Cost Element Group > Change KAH2 4.2.9. These groups will be used mainly for use in reporting Business Process Description Overview Organizational unit storing a group of cost elements. Procedural Steps 4.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 4.0 Page 279 of 314 .

9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 280 of 314 .

3 On screen “Change Cost Element Group: Structure” the following are to be entered Click one of the sub Cost Element Groups Removal of a Cost Element from the Group 30.0 Page 281 of 314 .2. “C” = Conditional) Click Enter Button 4. in column “R/O/C”.MCGM Field Name Cost Group Element Description R/O/ C R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Comments Give the name of the Cost Element Group to be changed. (Note: On above table.9. “O” = Optional. “R” = Required.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

The Cost elements wrongly entered can be removed by this. 30. Message will appear – “The changes have been saved at the bottom after pressing the button.9. Insert any additional Cost element(s) which should have belonged to this group. Then remove that selected Cost Element from the Cost Element Group by pressing F5 key or click button.0 Page 282 of 314 . Save the data by clicking the button and then by pressing the button.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM • END USER DOCUMENTATION FINANCE & CONTROLLING 1 Select one of the existing Cost Elements by placing the cursor on it and then press the F9 key or click button. Addition of a Cost Element to the Group Click the button with narration “Cost Element”.

that is. These expenses are booked using activity types which are cost tracers and together with secondary cost element carries cost within CO area from one Cost Center to another Cost center/WBS element where the sender Cost Center is the one which has performed the activity (like Admin. process.1. and so on) is drawing on the resources of the sender cost center.0 Page 283 of 314 . enter information in the fields as specified in the table below: 30. Valuation of activity quantities is made with an allocation price calculated based on the managerial strategy chosen. WBS element) to the one for which the activity has been performed (in this example WBS element). actual man hour worked.MCGM 5.1.2 On screen “Create Activity Type: Initial Screen”. Access transaction by: Via Menus Via Transaction Code Accounting->Controlling->Cost Center Accounting->Master Data->Activity Type->Individual Processing->Create KL01 5. Some of the expenses (like man hour worked in a particular project/for maintenance activity) may have to be booked using actual activities performed.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. cost center performed certain quantifiable work on a project. Activity inputs from a sender cost center mean that a receiver (another cost center or an order.0 Activity Type 5. that is.9. Procedural Steps 5.1 Create Activity Type Overview Trigger: END USER DOCUMENTATION FINANCE & CONTROLLING 1 Customer requirement to create an activity type Business Process Procedure Overview The activity type classifies the specific activities provided by a cost center along cost allocation lines.

9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 284 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

“O” = Optional. “C” = Conditional) Click Enter Button 5.04.9999 (Note: On above table. in column “R/O/C”.9.3 Create Activity Type: Basic Screen (Basic Tab) 30. Identifier that R identifies the Activity Type to be created the R the R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Comments Period from which particular activity is valid Period up to which particular activity is valid Give a suitable code for the Code should be activity type based on the given based on kind of activity coding convention. 01.12.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2006 31.1.MCGM Field Name Activity Type Valid from Valid to Description R/O/ C 6 Char. “R” = Required.0 Page 285 of 314 .

Put “1” Secondary CE should be created before activity type is created. “O” etc may be booked. Otherwise. in column “R/O/C”.MCGM Field Name Name Description Activity Unit Description Identifier that defines the name of the Activity type 40 Char. specific Cost Center category like “A”. “R” = Required. (Note: On above table. It will be secondary Cost Element Price indicator Key that defines how price R is to be calculated. Cost Cost element used to R Element allocate the activity types costs to cost object(s).2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Identifier that describes the Activity Type. it should be Hrs. Identifier that defines the activity type unit of measure –will depend on the activity selected R/O/C R O R END USER DOCUMENTATION FINANCE & CONTROLLING 1 CCtr categories Identifier that defines which R cost center categories are allowed for planning or as the sender CCtr. 30. If the activity can be Performed by all Cost Center Put “*”. Put “1” This field value Should be 1 Give the code of secondary Cost element created for Carrying the cost of this Activity from the originating Cost Center to the receiving Cost Center/WBS element. User Action and Values Comments Give a suitable name based on the kind of activity A suitable description may be given This will depend on the type of activity.9. Identifier that R identifies the method of activity quantity planning and activity allocation Alloc. for example for if the activity is for Labor cost allocation based on Hrs worked. A category Typ 1 Char. “C” = Conditional) Save data by clicking button Message will appear – Activity Type has been created.0 Page 286 of 314 . “O” = Optional.

WBS element) to the one for which the activity has been performed (in this example WBS element).0 Page 287 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 5.2.1. enter information in the fields as specified in the table below: 30. actual man hour worked. These expenses are booked using activity types which are cost tracers and together with secondary cost element carries cost within CO area from one Cost Center to another Cost center/WBS element where the sender Cost Center is the one which has performed the activity (like Admin. only certain fields for the same can be changed. that is. process.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. and so on) is drawing on the resources of the sender cost center. Some of the expenses (like man hour worked in a particular project/for maintenance activity) may have to be booked using actual activities performed.2.2. After creation of an Activity type. that is. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Center Accounting > Master Data > Activity Type > Individual Processing > Change KL02 5. cost center performed certain quantifiable work on a project.9. Valuation of activity quantities is made with an allocation price calculated based on the managerial strategy chosen. Procedural Steps 5. Activity inputs from a sender cost center mean that a receiver (another cost center or an order. On screen “Change Activity Type: Initial Screen”.2 Change Activity Type Overview Trigger: Customer requirement to change an existing activity type Business Process Procedure Overview The activity type classifies the specific activities provided by a cost center along cost allocation lines.

0 Page 288 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

Comments (Note: On above table.2. “O” = Optional. Change Activity Type: Basic Screen (Basic Tab) 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. “C” = Conditional) Click Enter Button 5.3. in column “R/O/C”.0 Page 289 of 314 . “R” = Required.MCGM Field Name Activity Type Description R/O/ C Identifier that identifies the R Activity Type to be created END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Give the activity type code which is to be changed.

MCGM Field Name Name Description Activity Unit Description Identifier that defines the name of the Activity type 40 Char. if required. this Unit may be changed. Typ 1 Char. This field should not be Changed after activity Allocation. Identifier that defines the activity type unit of measure –will depend on the activity selected R/O/C R O R END USER DOCUMENTATION FINANCE & CONTROLLING 1 CCtr categories Identifier that defines which R cost center categories are allowed for planning or as the sender CCtr. Only before any actual allocation has taken place. (Note: On above table. in column “R/O/C”. this secondary Cost element may be changed. “O” = Optional. “R” = Required. User Action and Values Comments The name may be changed.0 Page 290 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. if required. This field should not be Changed after activity Allocation. This field should not be Changed. Only before any actual allocation has taken place. It will be secondary Cost Element A category Price indicator Key that defines how price R is to be calculated. Identifier that R identifies the method of activity quantity planning and activity allocation Alloc. “C” = Conditional) Save data by clicking button Message will appear – Activity Type has been changed.9. the value For this field may be Changed from * to M (maintenance category cost center) and O (op-ration category Cost Centers) This field should not be Changed. Cost Cost element used to R Element allocate the activity types costs to cost object(s). Identifier that describes the Activity Type. 30. If the particular activity on Should be restricted for Only certain category of Cost Centers. Description may be changed.

2. one cost distribution parameter is number of employees. enter information in the fields as specified in the table below: 30. then the same may be defined as an SKF and the numbers defined in the respective SKF.MCGM 6. At the time of cost distribution.1. Procedural Steps 6.9. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Center Accounting > Master Data > Statistical Key Figure > Individual Processing > Create KK01 6.1.1 Create Statistical Key Figure Overview Trigger: END USER DOCUMENTATION FINANCE & CONTROLLING 1 A new cost distribution parameter has been defined which necessitates creation of a statistical key figure (SKF) Business Process Procedure Overview Statistical Key Figure or SKF are basically cost tracers which will be used as parameter for distribution of Cost from one Cost Center to another. On screen “Create Statistical Key Figure: Initial Screen”. the SKF has to be assigned to the rule and expense will get distributed automatically.0 Page 291 of 314 .0 Statistical Key Figure 6. For example.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 292 of 314 .9.

in column “R/O/C”. Key Identifier that identifies the R figure SKF to be created Description END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Give a suitable SKF code Comments (Note: On above table.MCGM Field Name R/O/ C Stat. “C” = Conditional) Click Enter Button 6. “R” = Required.0 Page 293 of 314 . Create Statistical Key figure: Master data 30. “O” = Optional.3.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1.9.

of persons) Select Radio Button “Fxd val” It will vary on SKF Selected. it should be PRS (no. R (Note: On above table. Select proper UoM. “C” = Conditional) Save data by clicking button Message will appear – Data has been saved. 30. cat These buttons determines whether the SKF values are to be defined once or every month –Fxd is once and Tot.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. “R” = Required. The “Tot” value is To be selected.MCGM Field Name Name Description Identifier that defines the name of the Statistical Key Figure Stat key fig Identifier that defines the UoM SKF unit of measure will depend on the SKF selected. in column “R/O/C”. Key Fig. Values are for every month. for example in case of employee related SKF. For Example in case If a parameter is Electricity charge. “O” = Optional.0 Page 294 of 314 .9. R/O/C R R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Comments Give a suitable name based on the nature of statistical key figure. As it will vary from Month to month.

2 On screen “Change Activity Type/Price Planning: Initial Screen”.1 Planning Activity Price Overview Trigger: END USER DOCUMENTATION FINANCE & CONTROLLING 1 An activity type has been created for which activity price planning is required.9. Procedural Steps 7. Thus if an Activity type is created for Overhead distribution relating to Labor.MCGM 7.0 Activity Price 7.0 Page 295 of 314 .1. Business Process Procedure Overview After creation of an activity type. Only after this planning is done. enter information in the fields as specified in the table below: 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. then price for that activity has to be planned for per unit.1. that is. the same can be used for allocation of expenses from one Cost Center to another Cost Center/WBS element only if price/unit for that activity is planned. per hour Labor Cost.1. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Center Accounting > Planning > Activity Output/Prices> Change KP26 7. can the respective activity type be used to post the cost to the required Cost Center/WBS element where the rate will be calculated from the planned price.

9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 296 of 314 .

“R” = Required. R The period from which the R Cost center/activity type combination is active The period up to which the R Cost center/activity type combination is active The sender Cost Center or the R Cost Center that will perform the particular activity. Description User Action Values Put “0” Put 1 Put 12 Put suitable Center END USER DOCUMENTATION FINANCE & CONTROLLING 1 and Comments Activity type Free/Form based (radio button) The activity type that will R perform the particular activity in combination with that Cost Center Decides the layout in the R following screen Put the activity type Cost If the Activity type master allows only some particular Cost Center category to perform the activity.9.MCGM Field Name Version From period To period Cost center R/O/ C The planning version. then Cost Centers having that Cost Center category can only be given. “O” = Optional.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. “C” = Conditional) Click overview Button 30. required Click radio button “Form based” (Note: On above table.0 Page 297 of 314 . in column “R/O/C”.

1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.3 On screen “Change Activity Type/Price Planning: Overview Screen”. enter information in the fields as specified in the table below: 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 7.0 Page 298 of 314 .

“C” = Conditional) Save data by clicking button Message will appear – Changed Data has been posted.MCGM Field Name Price (Fixed) Description Price per unit of the activity R/O/C R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Comments Put a suitable price for the particular activity. “R” = Required.9.0 Page 299 of 314 . “O” = Optional. in column “R/O/C”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 30. The other populated fields in the screen shot will pick values automatically from the Activity type master. (Note: On above table.

Thus if an SKF is created for cost distribution based on number of employees.MCGM 8. then value for that SKF has to be planned for that is number of employees. Only after this value is defined.1 Planning Statistical Key Figure Value Overview Trigger: END USER DOCUMENTATION FINANCE & CONTROLLING 1 A Statistical key figure has been created for which value planning is to be done.1. can the respective SKF be used to distribute the cost from the sender Cost center to the receiver Cost Center.1.9. Procedural Steps 8. Business Process Procedure Overview After creation of a Statistical key figure.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1.0 Statistical Key Figure Value 8.0 Page 300 of 314 . enter information in the fields as specified in the table below: 30. the same can be used for distribution of expenses from one Cost Center to another Cost Center only if value for that SKF is planned.2 On screen “Change Statistical Key Figure Planning: Initial Screen”. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Center Accounting > Planning > Statistical Key Figure > Change KP46 8.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 301 of 314 .9.

Decides the layout in the R Free/Form following screen based (radio button) Put suitable Cost Center Put the required SKF code.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Key The SKF which will act as R figure tracing element or parameter to send the cost from sender cost center to receiver cost center. “R” = Required. in column “R/O/C”.MCGM Field Name Version From period To period Cost center R/O/ C The planning version.0 Page 302 of 314 . R The period from which the R Cost center/SKF combination is active The period up to which the R Cost center/SKF combination is active The sender Cost Center R Description User Action Values Put “0” Put 1 Put 12 END USER DOCUMENTATION FINANCE & CONTROLLING 1 and Comments Stat.9. “C” = Conditional) Click overview Button 30. “O” = Optional. Click radio button “Form based” (Note: On above table.

“O” = Optional.3 On screen “Change Statistical Key Figure Planning: Overview Screen”.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1. “C” = Conditional) Save data by clicking button Message will appear – Changed Data has been posted. “R” = Required.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 303 of 314 . in column “R/O/C”. 30. enter information in the fields as specified in the table below: Field Name Description Current Plan The SKF value Value R/O/C R User Action and Values Comments Put a suitable value for the SKF (Note: On above table.

if the original cost center has a value of Rs 10000/.whereas the original Cost Center will get credited by Rs 5000/. the original Cost Center has a cost of Rs 10000/-.1. a part of which (say Rs 3000/-) belongs to another Cost Center and another Rs 2000/.and reposting is done to another Cost Center for Rs 11000/-.1.0 Manual Reposting of Cost Overview Trigger: A cost originally booked to a wrong Cost Center needs to be corrected within CO itself without disturbing the original FI entry. it is handier to change the Cost Center.belongs to yet another Cost Center. Manual reposting can be done to both these Cost Centers for Rs 3000 and Rs 2000/. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Center Accounting > Actual Postings > Manual reposting of Costs> Enter KB11N 8. That is. For example.1.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. The following points are to be further remembered in this regards:• There is no sender check while reposting cost. the same can be manually reposted to the correct Cost Centers. On screen “Enter Manual Repostings of Primary Costs”. Business Process Procedure Overview Manual Reposting of Cost from one Cost Center to another. Thus Cost distribution of elementary nature can also be done through Manual reposting of cost Procedural Steps 8.0 Page 304 of 314 . If an expense belongs to more than one Cost Center. system will not throw any error message. Under those circumstances rather than reversing the FI document.and retain remaining balance amount of (Rs 10000-Rs 5000) Rs 5000/-.2. Sometimes there are possibilities that an expense has been booked to a wrong Cost Center but to a correct General ledger Account. Therefore it is imperative that one has to be extremely careful while manually reposting cost.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 9. enter information in the fields as specified in the table below: 30.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.0 Page 305 of 314 .

0 Page 306 of 314 . in column “R/O/C”. Give code of the cost element which actually posted the cost to the original Cost center. Give the Cost Center code from which the amount is to be reposted. Comments The sender cost sender from R which the amount is to be reposted The cost element which R carried cost to the original Cost Center The amount to be reposted Currency The receiver cost center on R which the cost will get reposted. 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. Note the document number (This document number will be a controlling document number). “C” = Conditional) Click Enter Button button Save data by clicking Message will appear – Controlling document XXXXX has been generated. Put suitable text (Note: On above table. Select 01SAP Cost Center. Text field O Amount Crncy CCtr(new) Text Defaulted by system Give code of the receiver Receiver Cost Cost Center where the cost Center may be will go. Description R/O/ C The document date R The date on which the actual R posting is to take place –may vary from document date Current period from 1 to 12 C Text field Determines the sender O R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Give current date Give current date Automatically defaulted based on posting date Any proper reference may be given here. “R” = Required. more than one. “O” = Optional.MCGM Field Name Doc date Pstg date Period Doc Text Scrn variant CCtr(old) Cost Elem.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 10.0 Page 307 of 314 .0 Distribution of Overhead Costs Overview Trigger: 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

1 Creation of Assessment Cycle (Rule) 10. enter information in the fields as specified in the table below: 30. Procedural Steps 10. On screen “Change Actual Assessment Cycle”. Wages.1 Access transaction by: Via Menus Via Transaction Code Controlling > Cost Center Accounting > Period End Closing > Current Settings > Define Assessment S_ALR_87005742 10.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 A overhead cost is originally booked to a Cost Center needs to be distributed to vehicle through maintenance order.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. as these are common expenses.1.2. Admin Expenses etc. Salary.9. At the end of a period such costs have to be booked on Vehicle as per the predefined ratio given by MCGM.0 Page 308 of 314 . incurred for a Garage are directly booked to Cost Center. Business Process Procedure Overview Indirect costs such as Utility Bills.1.

30.9. User Action and Values Give cycle name Give current date Comments Press to go to next screen.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Cycle Start date Description R/O/ C The cycle name R The date on which the cycle R (rule) is created.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 309 of 314 .

0 Page 310 of 314 .9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Text Press Description The short text R/O/ C R User Action and Values Enter the short name Comments to go to next screen . 30.

0 Page 311 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Description Segment The short text Enter the short name Name Assessment Enter the assessment cost R Enter the assessment cost CEle element element 920000001 Sender Select 1 Posted Amounts from R Rule the dropdown list Share in % Enter 100 % Receiver Select 3 Fixed Percentages Rule from the dropdown list Select Senders/Receivers Tabv and enter the following information R/O/ C R User Action and Values Comments 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

2.9. Comments 10. R/O/ C R R R User Action and Values Enter the suitable cost center Enter the suitable cost element Enter the suitable order. Access transaction by: 30.1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Cost Center Cost Element Order Press Description The Sender Cost Center The sender cost element Enter the receiver order to create the cycle.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2 Executing Assessment Cycle (Rule) 10.0 Page 312 of 314 .

9. On screen “Execute Actual Assessment”.2. Check the result and if result is ok ten remove the tick from the check box.2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. enter information in the fields as specified in the table below: Field Name Period Fiscal year Cycle Description Enter the period range The current fiscal year Enter the cycle name Enter 2006 Enter the suitable cycle name Press “F8 “to execute the cycle.Test run and press “F8 “to execute the cycle.MCGM Via Menus Via Transaction Code END USER DOCUMENTATION FINANCE & CONTROLLING 1 Accounting >Controlling > Cost Center Accounting > Period End Closing > Single Functions > Allocations > Assessment KSU5 10.0 Page 313 of 314 R/O/ C R R R User Action and Values Comments . 30.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.0 Page 314 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

Sign up to vote on this title
UsefulNot useful