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FINANCE & CONTROLLING 1

SAP Implementation At Municipal Corporation Greater Mumbai

Finance & Controlling

Participant Name:___________________________________

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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
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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
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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
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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

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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.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.2. Comments The code is to be given following the coding convention.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. 1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. A funds center represents the organization unit for which budget needs to be assigned and monitored.0 Page 7 of 314 .MCGM TABLE OF CONTENTS PUBLIC SECTOR MANAGEMENT 1.9. On screen “Create Funds Center in FM Area”. areas of responsibility. the funds centers represent the structural grouping into departments. and so on. 30. projects.0 Fund Center 1.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Funds Center Create”.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.0 Page 8 of 314 . 30. 1.3.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 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 30.9.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1.4 On screen “Funds Center Create”.0 Page 9 of 314 .

30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Save data by clicking button Message will appear – Funds center XXXXXXXX successfully saved.0 Page 10 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

2 Change Funds Center Trigger: There is a need to individually change a Funds center. 1.2. but the name of the funds center and FM Area assignment cannot be changed (Alphanumeric). 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. enter the changes needed to be carried out.2.1.MCGM 1. END USER DOCUMENTATION FINANCE & CONTROLLING 1 Business Process Procedure Overview You can change the Funds center Master Record data.2.0 Page 11 of 314 . On screen “Funds Center Change”. Save data by clicking Message will appear – Funds center XXXXXXXX successfully saved.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. button. 30.9.

9. Input – Required Fields Funds Center Field Value/Comments 1. 30.3.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. On screen “Funds Center Display”.0 Page 12 of 314 . 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 1.2.1.3 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. details of the master is displayed. Business Process Procedure Overview You can display the master data of Funds center.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1.

Business Process Procedure Overview A commitment item represents budget head under which Budget estimate is to be prepared and allotment is given.2. Commitment items represent the functional grouping of expenditures and revenues within a financial management area. 30.1. On screen “Edit Commitment Item”. 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 2.0 Commitment Item 2.1 Create Commitment Item Trigger: There is a business need to individually create a new commitment item. 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. Comments Field Name Commitment Item Click the create button to go to the next screen.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 2. Procedural Steps 2.1.0 Page 13 of 314 .9.

expense or revenue.9.0 Page 14 of 314 . 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. Comments Description for commitment R items Financial transaction for the commitment item This field specifies type of item i. On screen “Create Commitment Item”.3.e.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 2. Enter “3” for expenses/outflows and “2” for revenues.1. R R Financial Transaction Commitment Item Category 30.

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Save data by clicking

button

Message will appear – Commitment item XXXXXX successfully saved.

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

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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.

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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

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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.

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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

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Save data by clicking

button

Message will appear – Functional Area XXXXXX has been saved.

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Business Process Procedure Overview The functional area maps the functional structure such as public safety. 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 3.0 Page 21 of 314 . 3. 30.3.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 3. town planning and so on). Procedural Steps 3. town planning and so on. Save data by clicking button Message will appear – Functional Area XXXXXX has been saved.3 Display Functional Area Trigger: There is a business need to individually display a Functional Area. press the back or Shift+F3 to exit from the screen. This Process allows you to change the master data. the validity period can be changed only if no posting made to it.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team glass to display and press F3 to go Version: 1.2.2.1 Via Menus Via Transaction Code 3.2 On screen “Process Functional Area”. It describes how the funds are used.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 3.9. especially the expenditures of an organization (FM area). FM area.2 On screen “Process Functional Area”. especially the expenditures of an organization. press the pencil to do the changes.2 Change Functional Area Trigger: There is a business need to individually change/delete a Functional Area.3. It describes how the funds are used. Business Process Procedure Overview The functional area maps the functional structure (such as public safety.

Comments Click Button.1 Via Menus SAP Menu Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Fund Create Via Transaction Code FM5I 4.9. Procedural Steps Access Create Fund Master Transaction by: 4.1.0 Fund 4.MCGM 4. On screen “Create Fund – Basic Screen”. 30.2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. This enables the exact source of the funds to be determined. 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. 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.1.1 Create Fund Trigger: There is a business need to individually create a Fund.0 Page 22 of 314 .

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MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 4. Press F4 for drop down Help.3.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.1.0 Page 24 of 314 . On screen “Create Fund – Basic Screen”. 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. 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.

9.2 Change Fund Trigger: There is a business need to individually change a Fund. Business Process Procedure Overview Moneys provided by a financial source.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM Save data by clicking button END USER DOCUMENTATION FINANCE & CONTROLLING 1 Message will appear – Fund XXXXXX saved.2. make the changes and choose to save. which is managed separately for a specific purpose. 30.1 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 4.2. 4. such as a public organization.2. On screen “Change Fund – Basic Screen”. Message will appear – Fund saved.0 Page 25 of 314 . A name for the original budgets defined in an overall budget Procedural Steps 4.

Press F3 to go back orShift+F3 to exit the screen. Procedural Steps 4. Enter the alphanumerical code of the fund and choose to Enter.3.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 4.2.9.3 Display Fund Trigger: There is a business need to individually Display a Fund.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.3.0 Page 26 of 314 . 30.1 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. Business Process Procedure Overview This Process allows the user to display the Master Data.

On screen “Derivation Strategy for FM Object Assignment: Maintain Values”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 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. Double click on the field “Cost Center/CE to Commitment Item/Funds Ctr/Fund/Function” field: 30. required Master data needs to be assigned to fund center. 5. as long as there is a logical dependency between them.known as the derivation strategy. It is used to sequentially derive the values for FM account assignments from other account assignments.0 Page 27 of 314 .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.MCGM 5. you define your account assignment derivation.9.0 Create Account Assignment Derivation.1. Each derivation step describes how a number of target fields can be filled from a number of source fields.2. The account assignment derivation consists of a sequence of derivation steps . Business Process Procedure Overview In this activity. You can use account assignment derivation to automatically determine the values of FM account assignments from other account assignments.1.

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MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Derivation Strategy for FM Object Assignment: change Rule Values”.04. Enter the value of Fund Enter the Functional Area Comments 30. for eg Enter “01. Enter the value of cost center. Enter the value of the Commitment Item Enter the value of Fund center. 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.0 Page 29 of 314 . 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”. The Cost Element for which the assignment is to be made.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2006”.9. Enter the value of cost element.

0 Page 30 of 314 .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. button 30.9.

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 01.0 Budget Document Entries 6.1. On screen “Budgeting Workbench – Create Document”. normally 0 Can be allocating it to certain Periods too.1 Create Budget Entry Document: Business Process Procedure Overview Document which logs the entry of budget values in the Budget Control System (BCS). Field Name 30.2.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 6.1.2006 ALL F4 help available for further types. A document number is assigned to a budget entry document by the system and provides proof of the processing of budget values. You can no longer make any changes to budget values or assign other attributes. F4 help available for further types. After posting an entry document.2006 Created on Description Prepared by: Sanjeev & Nathan SISL Consulting Team R/O/ User Action and Values Version: 1. Comments Comments Field Name Value type Process Budget Category Document Type Budget Type Version Date Period For line item. For the first Version. 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.1 Via Menus Via Transaction Code 6. only text information in the form of short and long texts can be changed. You must make such changes in a new entry document.9.04.0 Page 31 of 314 . 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.

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 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 30.0 Page 32 of 314 .9.

2.2. 6.1) Creation of Budget: Access the Program for uploading the Budget Data . functional area and Fund for each commitment item.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 6. On the Program for uploading the Budget Data – MCGM screen enter the information in the fields as specified in the table below: 30.2 Create Budget Entry Document This is the procedure will be followed in MCGM for the Budget Upload Process. The budget shall be set at Fund center.MCGM Via Transaction Code ZF002 6.9.0 Page 33 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: 1.0 Page 34 of 314 . for the budget uploaded is displayed. the document no.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. After execution of program successfully. 30.

3.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Expected Result: Budget document is created without any errors.1. On the Display Entry Document: Selection screen enter the information in the fields as specified in the table below: Field Name Financial Mgt Area 30.2. 6.9.2006 Created on Description MCGM Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.3 Budget Document Display: The budget document can be displayed as under 6. Access the “Display Entry Document” transaction by: Accounting Public sector Management Funds Management Budgeting Budget Control System Entry Document Display.3.0 Comments Page 35 of 314 . FMEDD Via Menu Via Transaction Code 6.

All transactions that have taken place will be displayed.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 F8.0 Page 36 of 314 .9. 30. Expected Result: The document displays correct line items as required.

4.2. Business Process Procedure Overview Using funds transfers you can transfer assigned funds which are in a particular Funds Management account assignment.Create Initial Screen”.9.4. 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. to other Funds Management account assignments.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.MCGM 6.0 Page 37 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 6.1 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. On screen “Fund Transfer .

Select/Enter relevant fund center. Enter/select the relevant Version: 1. Page 38 of 314 . Enter/select the relevant commitment item.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. 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.0 Comments . Enter the amount to be transferred.9. Field Name S Fund Center Commitment item Amount RS Fund Center Commitment 30. Select this radio button for receiver line items. Enter the total amount to be transferred.

30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. Enter the amount allotted to the combination of fund center and commitment item. R END USER DOCUMENTATION FINANCE & CONTROLLING 1 commitment item.MCGM item Amount head.0 Page 39 of 314 . Enter the required budget amount Verify the data entered by pressing Shift + F1 or and save the document .

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.Display Initial Screen”. On screen “Fund Transfer .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.5.1 Via Menus Via Transaction Code 6.MCGM 6. 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. 30. Procedural Steps Access Display Fund Transfer Transaction by: SAP Menu Accounting Public Sector Management Funds Management Posting Funds Transfer Display FMWC 6. Business Process Procedure Overview Using funds transfers you can transfer assigned funds which are in a particular Funds Management account assignment. to other Funds Management account assignments.2.9.0 Page 40 of 314 .

1. 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. normally 0 Can be allocating it to certain Periods too.MCGM 6. F4 help available for further types.04.6 Create Funds Supplement END USER DOCUMENTATION FINANCE & CONTROLLING 1 Trigger: For any of the budget.0 Page 41 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Comments Field Name Value type Process Budget Category Document Type Budget Type Version Date Period 30.2006 ALL 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 Supplement from drop down Always Payment 2000 2000 0 01.9.6. 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.2 On screen “Budgeting Workbench – Create Document”. For the first Version. 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. you can top up the budget in a funds center or commitment item by means of a Supplement. If the available funds are not sufficient. 6.6.

30.0 Page 42 of 314 .MCGM For line item.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 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.

30.0 Page 43 of 314 .9.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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

You perform the closing operations in a series of steps.1 Close Open Commitments Trigger: FM Closing Operations: Closing Open Commitments 30. a purchase order from 2006 can be reduced by an invoice arriving in 2007. there is no automatic link to the closing operations in other components. 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. 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. The commitment carry forward always reflects the current state of the data in the Funds Management systems.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. the commitment of Purchase orders are to be carry forwarded. we recommend you do not carry out Funds Management closing operations until you have completed the closing operations in the other components.0 Page 44 of 314 .0 Closing Procedures END USER DOCUMENTATION FINANCE & CONTROLLING 1 Trigger: As part of year end exercise. (For example. However. which you must carry out in sequence. unused budget will lapse if not utilized in the same year. 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.) 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 use the closing operations to display budgets and assigned values for each period. For this reason.MCGM 7. Open commitments are correctly reduced in the old fiscal year if you process them further in the new. Note: The Budgets will not be Carried Forward.

On screen “Closing Operations – Close Open Items”.1. purchase orders.2.9. Remove the Test run when you need to update the Run Execute by clicking or F8 30. or earmarked funds) within Funds Management closing operations. 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 7.1.1 Via Menus Via Transaction Code 7.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 45 of 314 .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.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. 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. This program closes open commitment by flagging the documents as complete.

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MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 47 of 314 .9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 48 of 314 . 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 On screen “Year End Closing: Carry forward of Open Items”.2.MCGM 7.9. the corresponding line items cannot be processed. 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. 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. Availability Control R Check Execute by clicking or F8 30.2.1 Via Menus Via Transaction Code 7.2 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.

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

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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

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

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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.

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5.9.5 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 7.1 Access Display Carry Forward Documents by: Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2006 Created on .0 Page 55 of 314 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Execute by clicking or F8 7.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.no. Mention it.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”. 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. If know the number.Fisc Year Document Number FYC Document Number Execute by clicking or F8 30. Mention it.MCGM Via Menus END USER DOCUMENTATION FINANCE & CONTROLLING 1 Via Transaction Code 7. 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.5.9.0 Page 56 of 314 .

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.

budget usage (actual and commitment values). 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 30.9. for example. This is particularly useful with very comprehensive datasets.1 Total Records – Budget Overview Business Process Procedure Overview Totals records reports evaluate totals records.1. 8. to generate overviews of the budgets (such as approved and released budget).MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 8. budget still available) in your organization.1.2 On screen “Budget Report: Selection”. The totals records provides you with a quick overview of the accumulated status of your data Procedural Steps 8.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. and the residual budget (that is. You can also run all reports available online in the background.0 Budget Reports The information system is to analyze the business transactions relevant to Funds Management Government. This means it is possible.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 8.0 Page 58 of 314 . You can analyze all data interactively directly after entering it into the SAP System and trace its origin up to document level.

0 Page 59 of 314 .9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 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.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Exit the report by pressing back pop up appears to confirm your exit. Exit by pressing Yes.9.0 Page 60 of 314 . 30.

The totals records provides you with a quick overview of the accumulated status of your data Procedural Steps 8.1 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 8.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 8.2 Total Records – Budget Consumption Business Process Procedure Overview Totals records reports evaluate totals records.2 On screen “Budget Consumption Overview”.2. 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 30.2.0 Page 61 of 314 .9.

9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 62 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

30. Exit by pressing yes.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.0 Page 63 of 314 .9.

3. Funds Management differentiates the data according to how advanced processing is in the system. such as purchase orders and purchase requisitions.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. 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.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 8.3.3 Line Items – Commitments and Funds Transfer Business Process Procedure Overview This reporting evaluates Commitment and Actual documents.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2 On screen “Commitments: Line items by Document”.0 Page 64 of 314 .9. All other data is actual data Procedural Steps 8. All data which is entered up until the point of invoice receipt or invoice issue is commitment data.

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 .

Exit by pressing yes. 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 66 of 314 .9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Exit the report by pressing back pop up appears to confirm your exit.

4 Line Items – Commitments and Funds Transfer Business Process Procedure Overview This reporting evaluates Commitment and Actual documents.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.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 8.4.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. All other data is actual data Procedural Steps 8.4.0 Page 67 of 314 . such as purchase orders and purchase requisitions. Funds Management differentiates the data according to how advanced processing is in the system. 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. All data which is entered up until the point of invoice receipt or invoice issue is commitment data.2 On screen “Document Journal”.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.0 Page 68 of 314 .

9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 The drill down report is displayed above.0 Page 69 of 314 . 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

Procedural Steps 1. expenditure. Access transaction by: Accounting > Financial Accounting > General Ledger > Master Records > G/L Accounts > Individual Processing > Centrally FS00 Via Menus Via Transaction Code 30.0 Page 70 of 314 .1 Create General Ledger Overview Trigger: The Enterprise has to post all transactions related to income.GL Account Requisition will be sent to Head office and once approved circular will be issued to that effect.1.0 General Ledger 1. request to create new account in SAP can be sent to Master Record Maintenance (MRM) team in prescribed format.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 GENERAL LEDGER 1. Step I (Request for creation) . MRM will create a new account and communicate it to all concerned and the same are to be created centrally.This is possible if required GL account is created in system after proper approvals/ circulars. Step II (Account creation analysis) – After receiving request. 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 . Business Process Procedure Overview Steps for creating new GL account – Preliminary requirement (triggering point) .Once circular for permission to create new account is issued.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1.2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 71 of 314 . On screen “Create General Ledger Account”. enter information in the fields as specified in the table below: Tab 1 – Type/ description 30.9.

9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.Control Data 30.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.0 Page 72 of 314 .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 . Company code Suitable Account Group eg.

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 .0 Page 73 of 314 .9.Create Bank/Interest tab 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

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 .9.

MCGM 1.2.2 Change G/L Account Procedural Steps 1.2.1. enter information in the fields as specified in the table below: Tab page 1 – Type/ description 30.0 Page 75 of 314 .9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2 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.

0 Page 76 of 314 .9. 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.Control Data 30.

Any New G.1.Create Bank/Interest END USER DOCUMENTATION FINANCE & CONTROLLING 1 Change the necessary fields and press Message will appear – Data saved . Account created (Exp/Revenue) corresponding Cost element and commitment item has to be created before any posting is allowed in G/L Account.9. 2. Note: . Also the necessary change must be made in financial statement version.MCGM Tab page 3 .0 Page 77 of 314 . 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.L.

0 Cash Journal accounting Overview Trigger: END USER DOCUMENTATION FINANCE & CONTROLLING 1 Cash journal functionality will be implemented for recording all Cash book transactions. select appropriate cash 30. a) Cash given to Ward Offices.1. and green button indicates that accounting transaction is posted to GL account.9. Access transaction by: Accounting > Financial Accounting > General Ledger > Posting > Cash Journal Posting FBCJ Via Menus Via Transaction Code Select cash journal book . Cash journal All cash transactions will be entered in cash journal. All transactions of the day or period will be recorded in cash journal including cash withdrawal from bank account and expenses. Radio button on cash journal indicates status of accounting entry – Red button signifies that entry entered but not saved. Business Process Procedure Overview Cash journal functionality – Cash journal is used for posting all cash transaction and posted to respective GL account. Procedural Steps 2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. For this different business transactions will be created and respective GL accounts will be assigned. orange button indicates saved entries.1. following window will pop up.MCGM 2.0 Page 78 of 314 . b) Cash given to Garages.

Customer or Vendor as the case may be Version: 1. On screen “Cash Journal”. 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 30.2006 Created on Field Value/Comments Enter transaction number or Description.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 2.1.2.0 Page 79 of 314 Prepared by: Sanjeev & Nathan SISL Consulting Team .9. Enter Amount Enter G/L Account Bank.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 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 .Document status is Red For posting entry to GL account press to green from yellow or F6.9.0 Page 80 of 314 .

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He will also specify reversal reason on original document.0 Page 82 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 3. Document once entered in SAP system is not modifiable completely. 30. posting date and document number. 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. Business Process Procedure Overview Documents once posted will be reversible only after giving reversal reason. Reversal process will be executed as follows Step 1 – Identifying wrong document (Eg.g.0 Document Reversal Trigger: Accounting document wrongly entered in system is required to be reversed. E.9. 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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Thus wrong document created in system is to be reversed completely.

On screen “Document Reversal”.1.1.2.MCGM Procedural Steps 3.1.0 Page 83 of 314 .9. 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: 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

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

With F-02 transaction you can also post to sub ledger (vendor. provisions Procedural Steps 4. For example of JV transaction is Period end closing accounting e.).2 On screen “Posting with clearing”.9. which are not directly accounted and no process is specified in transaction code. Access transaction by: Accounting > Financial Accounting > General Ledger > Posting > General Posting F-02 Via Menus Via Transaction Code 4. enter information in the fields as specified in the table below: 30.1.0 Page 85 of 314 .0 Journal voucher posting Overview Trigger: END USER DOCUMENTATION FINANCE & CONTROLLING 1 Journal voucher is required for the transaction.g.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1.MCGM 4.1. Business Process Procedure Overview Transaction code F-02 is to be used for accounting journal voucher. customer.

9.2006 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 . 50 for Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Document Date Posting Key 30.0 Page 86 of 314 Prepared by: Sanjeev & Nathan SISL Consulting Team .

0 Page 87 of 314 . 50 for Credit Vendor. 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. Account END USER DOCUMENTATION FINANCE & CONTROLLING 1 Customer or GL R R R Enter 40 for Debit .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.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

F-44 (AP).2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. On screen “Posting with clearing”.0 Page 88 of 314 . needs to be cleared through manual clearing program.2. needs to be cleared through manual clearing program.1. Procedural Steps 5.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 5. Access transaction by: Accounting > Financial Accounting > General Ledger/ Accounts Payable/ Accounts Receivable > Account > clear F-03 (GL).9.0 Account clearing process Overview Trigger: Open items which are not cleared automatically.1. Business Process Procedure Overview In GL account. open items which are not cleared by automatically.1. Vendor and Customer account. F-32 (AR) Via Menus Via Transaction Code 5. enter information in the fields as specified in the table below: 30.

Customer or Account Comment GL or (Shift+F4) to go to next page Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 89 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Account Press 30.9.2006 Created on Description R/O/C Enter the GL account to be R debited User Action and Values Vendor.

9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. select the items to be cleared Process the items to clear the account. 6.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Clear GL Account Process Open Item”.0 Page 90 of 314 .0 Financial Statements Overview Trigger: 30.

9.1 Balance Sheet 6.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1.g. Balance sheet are to be drawn in a prescribed manner to be furnished to different authorities.01 Via Menus Via Transaction Code 6.0 Page 91 of 314 . On screen “Financial Statements”. Procedural Steps 6. trial balance.1.2.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 The Financial statements e. enter information in the fields as specified in the table below: 30. Access transaction by: Information Systems > Accounting > Financial Accounting > General Ledger > Balance Sheet F.1.

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.

9.1.2006 Created on .2.0 Page 93 of 314 Via Menus 30.2 Trial Balance 6.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 6. Access transaction by: Information Systems > Accounting > Financial Accounting > General Ledger > Account Balance Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM Via Transaction Code F.0 Page 94 of 314 . enter information in the fields as specified in the table below: 30.2.2 On screen “G/L Account Balance”.9.08 END USER DOCUMENTATION FINANCE & CONTROLLING 1 6.

0 Page 95 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 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.

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0 Vendor Master END USER DOCUMENTATION FINANCE & CONTROLLING 1 1. such request will flow from MM module in proper template. Procedural Steps 1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM ACCOUNTS PAYABLE 1.1 Access transaction by: SAP Menu > Accounting > Financial Accounting > Accounts Payable > Master Records > Create FK01 Via Menus Via Transaction Code 30. For non.FI related vendors.9.1 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).1.0 Page 97 of 314 .

9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1. Description <Blank> R/O/C User Action and Values Comments No. enter information in the fields as specified in the table below: Field Name Vendor.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2 On screen “Create Vendor”. Company code Account Group Press enter Company code R MCGM Account group determines the R type of vendor. Select MCGM or MEMP as account group from drop down menu list.0 Page 98 of 314 . will be created internally by the system – hence field has to be kept blank. or F8 to get accounting information tab page 30.1.

R Description User Action and Values Company Suitable Name Give suitable search term.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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 99 of 314 . Comments 30.9.

Press enter or F8 to get to accounting information tab page. R/O/ C R User Action and Values Comments 30.0 Page 100 of 314 . Control Key R Enter 11 for Current A/c. Bank Account R Give bank Account number of the Vendor. Enter 21 for Savings A/c.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Country Description Suitable Country -IN Bank Key R Enter MCGM.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Account Holder R Give Vendor’s Bank Name and Branch details. Reference Details R Enter 9 digit Bank MICR number.

350100100 for Supplier and choose G/L A/c.0 Page 101 of 314 . R 001 or F8 to get payment transactions tab page R/O/ C R User Action and Values Comments 30. 350100200 for Contractor.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Reconciliation account Description Sort key Press enter Choose G/L A/c.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

T for methods for ECS. a vendor or F8 twice to go to withholding tax tab page 30.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.0 Page 102 of 314 . Press enter Payment R Enter C for Cheque.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. Choose Z2 or Z4 for WCT Tax.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. Liable Recipient type Go to Vendor and Save Enable R CO R else press CTRL + S Message will appear – Vendor XXXX has been created 30.9. if applicable in addition to the W2 Tax code may vary based on TDS % deducted from the vendors.0 Page 103 of 314 .

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1.2 Vendor Master Change Overview Trigger: In case company decides to do any changes to the particular vendor.0 Page 104 of 314 . 30.9. his master record should be changed.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

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 . Furnishing Exemption details for the Income Tax etc . Access transaction by: SAP Menu > Accounting > Financial Accounting > Accounts Payable > Master Records > Change FK02 Via Menus Via Transaction Code On screen “Change Vendor”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1.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.2.9. Procedural Steps 1.0 Page 105 of 314 . for example change in Bank details. 30.

9.0 Page 106 of 314 .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 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. Carry out the required changes and press Save else press CTRL + S Message will appear – changes have been made 30.

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. Procedural Steps 1.3. 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.9. balance if any is posted as bad debt or miscellaneous income and request shall be sent in prescribed format with reasons. Flag for deletion o In case of it is decided to set delete flag on vendor master either all areas or selected segment.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. Access transaction by: SAP Menu > Accounting > Financial Accounting > Accounts Payable > Master Records > Block/unblock FK05 Via Menus Via Transaction Code 30. Conformation as to vendor master is blocked is sent to requisitioner after blocking. o Same process shall be followed for unblocking vendor master.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM 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.2. END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Vendor Block/Unblock”.0 Page 108 of 314 .MCGM 1.9.3.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

3.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.3. 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.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Press Save else press CTRL + S Message will appear – changes have been made 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.9.

Procedural Steps 2.0 Page 110 of 314 . o Once invoice is approved for payment.1 Invoice Creation through FI Overview Trigger: Administrative expense invoices.MCGM 2.9. for arranging payment instrument (cheque / ECS). For this invoice document will be entered in FI module and payment will be made against invoice amount. file will be moved to payment dept.1. Access transaction by: SAP Menu > Accounting > Financial Accounting > Accounts Payable > Document entry > Invoice FB60 Via Menus Via Transaction Code 30. o Payment will be made against invoice document entered in system. utility bills. 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. Refunds will be booked for payment on due date.0 FI Invoice Booking END USER DOCUMENTATION FINANCE & CONTROLLING 1 2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1.

9.1. enter information in the fields as specified in the table below: 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.3. On screen “Enter Vendor Invoice”.0 Page 111 of 314 .

MCGM Field Name Header Vendor.0 Page 112 of 314 . Commitment Item R Enter the same G/L account Number entered earlier. 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. 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. Current date Suitable amount Enter MCGM in both fields. 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. Comments / Select suitable G/L from drop down menu list.9. Fund R Enter appropriate Fund.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Functional Area R Enter appropriate Functional Area.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2 Invoice Creation (For purchases through MM module) 30.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 2.9.0 Page 113 of 314 .

9. Reference: G/R Document No. All these steps are performed in MM module. Access transaction by: Logistics > Materials Management > Logistic Invoice Verification > Document entry > Enter invoice MIRO Via Menus Via Transaction Code 2. On screen “Enter incoming Invoice”.Then a Purchase order is created with reference to the contract. 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. o Once invoice is approved for payment. 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.2.2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. but at the same time FI entries will be done at the background.1.0 Page 114 of 314 .2. for arranging payment instrument (cheque / ECS).MCGM Overview Trigger: END USER DOCUMENTATION FINANCE & CONTROLLING 1 It starts with the contract being entered into with supplier . Procedural Steps 2. o Payment will be made against invoice document entered in system. Invoice verification is done in FI module. file will be moved to payment dept. Goods receipt/Service entry sheet is done when we receive the goods. After goods receipts. enter information in the fields as specified in the table below: 30.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 115 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.

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

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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:

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Via Menus Via Transaction Code

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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.

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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:

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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.

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FB02 4. enter information in the fields as specified in the table below: 30.1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 4.0 Removal of Payment Block Via Menus Via Transaction Code SAP Menu > Accounting > Financial Accounting > Accounts Payable > Document > Change.9. On screen “Change Document”.0 Page 122 of 314 .1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

0 Payment to vendor 30.9.0 Page 123 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Then press END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Comments Enter MCGM Enter the document number entered earlier. . (2006) to change the displayed document.” 5.MCGM Field Name Company Code Document Number Fiscal Year Press Description R/O/C R R R to go to the next screen. Enter the fiscal year. Select the vendor Line Item and remove the payment block and press Message will appear “Changes have been made.

On screen “Automatic Payment Transactions”.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 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 30.0.MCGM Via Menus Via Transaction Code END USER DOCUMENTATION FINANCE & CONTROLLING 1 SAP Menu > Accounting > Financial Accounting > Accounts Payable > Periodic Processing > Payments.9.1.0 Page 124 of 314 . F110 5.

9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Automatic Payment Transactions”.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 30.0 Page 125 of 314 . 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.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Automatic Payment Transactions”. R/O/C R R R R User Action and Values Select Select Select Enter the Vendor to whom payment to be made Comments 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 126 of 314 . 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.9.

If OK then save the parameters go to Status Tab.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Automatic Payment Transactions”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 30.0 Page 127 of 314 . 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.

0 Page 128 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Select “Schedule Proposal Button “ to schedule payment proposal.

button until you get the message “Payment Proposal has been Press button to edit the payment proposal (To check the proposal for any errors.) After checking press or F3 to go back to main screen. . Check for any entries under Red indicator.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Select “Start immediately checkbox” and press Press Status or (Shift+F2) created”. if all the items are under Green indicator. to schedule the payment proposal. there are no errors. 30.0 Page 129 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

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. 30.9.0 Page 130 of 314 .

Press button to schedule job for printing the Cheque.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Give the job number in the following screen. 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Press button until the message “Posting orders: 1 generated.0 Page 131 of 314 .9. 1 completed” appears.

Trigger: 30. 6. which has to be submitted to bank for ECS. system will generate the ECS file .9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Press to schedule the print job.0 Page 132 of 314 .0 Creation and Submission of ECS File Overview Once the payment run has been carried out.

1Access transaction by: Via Menus Via Transaction Code ZF001 On screen “ECS Payment – MCGM “enter information in the fields as shown below: 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.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. 6.0 Page 133 of 314 .0. The softcopy generated will be stored on the user’s desktop and will be sending to bank.

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

of file extensions Structure of file extension Output medium Filler for digits in words Press to go to next screen. 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.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.9. Select suitable G/L from drop down menu list. 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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 135 of 314 .

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: 1.9.0 Page 136 of 314 . 30.

0 Page 137 of 314 .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. Press twice. 30.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 A window will pop up. Give the address to save the soft file of ECS.9.0 Page 138 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 30. The file have to be sent to bank for the ECS.

” 30.0 Page 139 of 314 .9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Message will appear “XXXX bytes transferred.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

Vendor master setting for enabling vendor account calculate withholding tax. In case of down payment to vendor.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 7. remove tax code which is automatically assigned by system.0 Withholding Tax Accounting Overview TDS (Withholding tax) has to be deducted at the time of invoice verification or payment whichever is earlier. 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. In case entry does not pertain to withholding tax code. This is possible if required withholding tax code is assigned to vendor master. withholding tax has to be deducted at the time of releasing payment.0 Page 140 of 314 . And in case of invoice verification.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. At the time of accounting (say FB60) system pick respective tax code from vendor master.1. VCC Cards etc. 7.1 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.

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: 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 141 of 314 .

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.type Wth.t.t.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 142 of 314 . 30. etc Enable CO Comments Press save to save the changes. etc W1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Wtax country Wth.

7. Enter J1ILN to go to the SAP Easy Access: India Localization menu.MCGM 7.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 1) Creation of Remittance Challans.9.1 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: 30.1.0 Page 143 of 314 .1 TDS Certificate Processing END USER DOCUMENTATION FINANCE & CONTROLLING 1 TDS processing is handled through a separate menu.

194D etc.0 Page 144 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 30. 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. Enter the vendor codes Enter “CO” Enter the date Enter the date Enter the G/l A/c.9. Select the suitable section from the drop down. For example 194C.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.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Press button to go to next screen.9.0 Page 145 of 314 . 30.

9.2 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.” Update Bank Challan Number 7. Simulate the document.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 .0 Page 146 of 314 .1. Message will appear ‘Document XXXXXXXX has been posted.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

This field is updated automatically.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. Enter the Bank Challan number.9. Message will appear “Challans were updated. Enter the date Enter “ SBI01” Press “F8” to update Challan.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. This field is updated automatically.0 Page 147 of 314 .” Vendor Certificate printing (For Income Tax) 30.

MCGM 7.9.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 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 .

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. Enter the designation Enter the place of printing ” MUMBAI” Comments Give the printer name and press 30. Enter the Vendor code Enter the Date Enter the name of signatory.9.0 Page 149 of 314 Prepared by: Sanjeev & Nathan SISL Consulting Team . Version: 1. 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.2006 Created on to print the certificate.194D Enter the date range Enter the Bank Challan date.

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: 30.1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Vendor Certificate printing (For Works Contract Tax) 7.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

30.0 Page 151 of 314 . Enter the Vendor code Enter the Date Enter the name of signatory.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.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Enter the designation Enter the place of printing ” MUMBAI” Comments Press “F8” to go to next screen.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Give the printer name and press to print the certificate. Procedural Steps 8. 8.9. Access transaction by: 30. After Posting the document and after receiving sanction memo payment released by AO (Cash) to the vendor. sometimes advance is given to vendors/contractors for supply of material.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.1.1.0 Page 152 of 314 .0 Advance to Vendors Overview Trigger: In case of material procurement from government organizations/ PSU.

9. Target Spl. 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.1. GL R e.2.g.0 Page 153 of 314 . A Press enter or F8 to get accounting information tab page Comments 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. On screen “Down payment request”.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.

9.4.0 Page 154 of 314 . Go to F110. for automatic payment transaction and make the down payment.Once the request is posted to Vendor.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. (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: .3 Payment to FI vendor 30.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 155 of 314 .

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.1.1. This is given to cover contractual obligation as to quality.0 Page 156 of 314 . Records are maintained in form of manual register to record receipt and return of security deposit Procedural Steps 9. This covers some percentage of contract value in form of bank guarantee. quantity during contract period plus 6 months after contract period.9. 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. BG is returned to vendor. Access transaction by: Accounting > Financial Accounting > Accounts Payable > Document Entry > Other > Noted Items F-57 Via Menus Via Transaction Code 30. Once the contract period is over or unsuccessful bidder or expiry of BG period.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM 9.

if OK press or Document > Post Message . 9.3.1.2006 Created on Accounting > Financial Accounting > Accounts Payable > Document > Reverse > Individual Reversal Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Document reversal (When the guarantee is to be written off or expired it has to be reversed. 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. 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 XXXXX posted.9. END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Vendor Noted Item”.) Via Menus 30.1.MCGM 9.2.0 Page 157 of 314 .

9. Enter MCGM 2006 01 Document > Post or press to reverse document Message .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.Document XXXXX reversed.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 30.0 Page 158 of 314 .

In case of cheque receipt. On screen “Vendor Noted Item”. 10. Following processes are covered in this manual – 1.MCGM 10.0 Page 159 of 314 . Procedural Steps For accepting security deposit in check/ DD along with the Invoice and various recoveries. Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > General Ledger > Posting > General Posting F-02 10. transaction F-02 will be used. Final repayment of deposit (only in check.1. enter information in the fields as specified in the table below: 30.1. 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.2. not in cash) Trigger: 1. Receipt of security deposit 2. security deposit is forfeited. Once the contract period is over or unsuccessful bidder. Refund of deposit 3. 2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 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.9. security deposit is returned to vendor. In case of contractual failure by contractor.1.

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. 30.0 Page 160 of 314 . R Amount Enter amount Press “More” Button to Enter following information Enter Revenue G/L A/c.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 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.9.

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. 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. 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. (For Automatic Payment “F110” please refer 1. Go to F110.9. 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.4.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.3 Payment to FI vendor) Step 3 – Forfeiture of Security Deposit 30. for automatic payment transaction and make the repayment.0 Page 161 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

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 > General Ledger > Posting > General Posting F-02 10.0 Page 162 of 314 .1.4.MCGM For forfeiting security deposit 10.3.1. On screen “Vendor Noted Item”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

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.9. 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.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.0 Page 163 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

1.9.0 Page 164 of 314 . Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > Accounts Payable > Document entry > Credit memo FB65 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 11. Write back vendor balance (not payable) at year end Miscellaneous debit adjustment to vendor invoice after invoice verification other than taxes. Procedural Steps 11. penalty for breach of PO term etc Business Process Procedure Overview Due to following reasons credit memo can be raised on vendor – 1.0 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 3.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1. Excess invoice verification to be reduced 2.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 11.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.L.9.A/C R Amount Business Area R Cost Center R Press Withholding Tax Tab to go to next page 30.1. R Amount R G/L Account Enter G. enter information in the fields as specified in the table below: Field Name Vendor.0 Page 165 of 314 . On screen “Credit Memo”. Enter the Amount Enter the Business Area Enter the Cost Center Document Date The date of credit memo.2. 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.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.0 Page 166 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.>Document>post or save document 30. post document.

or deposits etc.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 12. Business Process Procedure Overview A one time vendor will be created in the system.0 Refund Procedure Overview Trigger: In case wrong assessments or wrong meter readings. 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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Property Tax. A liability for refund will be created (Invoice booking) and the refund will be given.9. MCGM have to refund the Octroi. Deposit. 30.0 Page 167 of 314 .

1.1.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1. 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. or refund.0 Page 168 of 314 .9.MCGM B) Enter the invoice for the amount of deposit received. Procedural Steps 12. On screen “Enter Vendor Invoice”. enter information in the fields as specified in the table below: 30.

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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 30. Enter amount else enter * Enter Business Area Enter appropriate Fund Center. Paper_ Dep) from drop down menu list.0 Page 169 of 314 . Enter appropriate Functional Area. Enter appropriate Fund.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Header Vendor. Current date Suitable amount Select suitable G/L from drop down menu list. Comments to go to the address and Bank Data information tab page and enter the following details.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Payment Method R Enter “C” for Cheque or “T” for ECS Payment Block R Select “B” .0 Page 170 of 314 .9. 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. Blocked for payment 30.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.

4 Payment to vendor) and follow the steps as stated therein.9. 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Page No.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.30 (4. 32 (2.0 Page 171 of 314 . page no.0 Removal of Payment Block) D) Make the payment by automatic payment run as stated earlier (Ref.

Cheque cancellation etc. 3. Complete List of Cheque for Company.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 13. 2. new Cheque lots creation in the system.1 Check Register Trigger: You want to maintain Cheque register. List of all Voided Checks Procedural Steps 13. List of Outstanding Checks. 4. Business Process Procedure Overview Due to various reasons Cheque register is used.0 Page 172 of 314 . Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > Accounts Payable > Environment > Check Information > Display > Check Register FCHN 30.1. Payment Summary for a Payment Run.1. 1.0 Check Management 13.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

On screen “Check Register”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 13.0 Page 173 of 314 . enter information in the fields as specified in the table below: 30.1.9.2.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. 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 Field Name Description Paying Company Code House Bank Account ID Press to go to the next screen.0 Page 174 of 314 .

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.2 Cancellation of Check Trigger: You cancel (void) cheques that are accidentally damaged or stolen or rendered unusable for any other reason.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 13.0 Page 175 of 314 . Business Process Procedure Overview 30.

Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > Accounts Payable > Environment > Check Information > Void > Unused Checks FCH3 13. END USER DOCUMENTATION FINANCE & CONTROLLING 1 Procedural Steps 13. 1. Cheque is torned.1.0 Page 176 of 314 . On screen “Void Checks not used”. enter information in the fields as specified in the table below: 30.2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. 2.2.2.MCGM Due to various reasons Cheque is cancelled. Cheque is damaged.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Comments Press to go to the next screen. 04 for ripped during printing. Message will appear “Check xxxx have been voided” 30.0 Page 177 of 314 . Select suitable void reason code from drop down list. E.g.9.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.

Procedural Steps 13.1. In the Financial Accounting. In the SAP System.0 Page 178 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 13. The print program uses this number range to link the check with the payment.2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. Access transaction by: Via Menus Via Transaction Code FCHI 30. or your employees' desks). you must define check lots (number ranges) that correspond to the actual check lots (in the printer. a check number range represents a batch (lot) of numbered checks. the safe. since they may be written (issued) or printed at various different locations.3 Maintaining Check Lots Trigger: Checks supplied by a bank or a printing shop are usually divided into lots.

On screen “Checks Lots”.2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2. enter information in the fields as specified in the table below: 30.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 13.0 Page 179 of 314 .

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 180 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. R/O/C R R R User Action and Values Enter MCGM Enter SBI01 Enter SBI1 Comments 30.9.

30.0 Page 181 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Press (create) to go to the next screen.

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. 30.0 Page 182 of 314 . Enter the date of entering the check lot.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Press to go to the next screen.9.

more trial printouts were used than was anticipated. END USER DOCUMENTATION FINANCE & CONTROLLING 1 13.4 Renumbering Checks Trigger: It may be necessary to renumber the checks maintained in the system.9.0 Page 183 of 314 .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. Procedural Steps 30. This is why the numbers of the used checks do not correspond with the numbers that were determined in the print run.

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. On screen “Renumber Checks”.1. enter information in the fields as specified in the table below: 30.MCGM 13.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.4.2.4.0 Page 184 of 314 .

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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Select suitable void reason code from drop down list. 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 Check number Press to go to the next screen.9. Enter the first new check number .0 Page 185 of 314 . E. Comments 30.g.

MCGM Message will appear “Renumbered from xxxx to xxxx”.0 Page 186 of 314 .9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

0 Page 187 of 314 .1.0 Customer Master 1.9.2. 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.1. On screen “Create Customer”.1 Access Create Customer transaction by: Accounting > Financial Accounting > Accounts Receivable > Master Records > Create FD01 Via Menus Via Transaction Code 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 ACCOUNTS RECEIVABLE 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 1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

3 On screen “Create Customer”. 1.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.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 188 of 314 . “O” = Optional. enter information in the fields as specified in the table below: 30.9. “R” = Required. in column “R/O/C”. “C” = Conditional) Click on the ENTER button.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 189 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

Pin code Company code data segment Reconciliation G/L Account account Message will appear – Customer Number XXX has been created in Company Code MCGM. 1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.2 Change Customer Master Overview Trigger: 30.Box Search Term Department .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.0 Page 190 of 314 .

2.2. Customer master information may be required to change due to following circumstances.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 The Enterprise needs to change certain information of Customer (Sub-ledger) Accounts related information.0 Page 191 of 314 . 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. o Name and Address – Change in official address or communication. 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 1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 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 1.1.9.

9. “O” = Optional. enter the information in the fields as specified in the table below: 30. in column “R/O/C”. On screen ‘Change Customer: Basic screen’. “C” = Conditional) Click Enter Button 1.3.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. “R” = Required.2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 192 of 314 .

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.0 Page 193 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. 30. “O” = Optional. “C” = Conditional) Click the button to save the changes. “R” = Required.MCGM Field Name Basic Data Tab Title Name Search Term Address including Country P. Message will appear – Customer Number XXX has been changed in Company Code MCGM.0 Page 194 of 314 . in column “R/O/C”. (Note: On above table.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 Blocking/Unblocking 2.1. Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > Accounts Receivable > Master Records > Block/unblock FD05 2. Procedural Steps 2.MCGM 2. 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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1 Customer Master Blocking Overview Trigger: Request for blocking particular customer related transaction. enter information in the fields as specified in the table below: 30. it will be necessary to block customer master in SAP so that no further documents can be entered in SAP for respective customer.1.1.2 Initial screen “Customer block/unblock”.0 Page 195 of 314 .9.

0 Page 196 of 314 . 30. “C” = Conditional) Click on the ENTER button. “R” = Required.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. in column “R/O/C”.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.

9.0 Page 197 of 314 .1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. enter information in the fields as specified in the table below: 30.3 Details Accounting Screen “Customer Block/Unblock”.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 2.

0 Page 198 of 314 . button. 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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

Sales tax and Tax Collected at Source (TCS) is recoverable on scrap sales. enter information in the fields as specified in the table below: 30.1. Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > Accounts Receivable > Document entry > invoice FB70 3.2. On screen “Enter Customer Invoice”.1 Scrap sales accounting Overview Trigger: Revenue will be booked in accounting by way of sales.9. For this invoice document will be entered in FI module and receipts will be entered against invoice amount.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 199 of 314 .1. Business Process Procedure Overview Sales order is issued by MSTC (outside agency) for scrap stock sold to outside customer.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 3.0 Sales accounting 3. Based on sales order and DD forwarded by customer to Accounts Officer. goods will be issued to the customer. Based on the receipt generated in SAP.1. Procedural Steps 3. Invoice and collection will be entered in SAP system.

9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 200 of 314 .

Access transaction by: 30. post the same 3.1.9. If document is correct.2 Collection Accounting Procedural Steps 3.2.0 Page 201 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 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.

On screen “Post Incoming Payments” enter information in the fields as specified in the table below: 30.2.2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.MCGM Via Menus Via Transaction Code END USER DOCUMENTATION FINANCE & CONTROLLING 1 Accounting > Financial Accounting > Accounts Receivable > Document entry > Incoming payment F-28 3.0 Page 202 of 314 .

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

END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 204 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.MCGM Save the document by clicking the button.

MCGM Put 1 . Number of Number of similar assets R similar assets that you want the system to create. Computer) or capitalize from a Project. Comments 30. 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. Click Enter Button.1 Access Create Asset Master Records transaction by: Accounting Financial Accounting Create Asset AS01 Fixed Assets Asset Via Menus Via Transaction Code 1.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1.1.0 Asset Master 1. Motor Car. Description User Action and Values Select a proper Asset Class based on kind of asset.2 On screen “Create Asset: Initial Screen”. 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. Procedural Steps 1.MCGM ASSET ACCOUNTING 1. a fixed asset master is required to be created.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.0 Page 205 of 314 .

On screen “Create Asset: Master data”. 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.1. Comments 30.0 Page 206 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.3.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1.

30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 207 of 314 .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. get automatically posted based on cost Center selected. Select the proper Fund Center code from the drop down menu.1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Go to next tab page “Time dependant” by clicking the button at top. 1.9.

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

button at top thrice.

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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)

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

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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

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Click Enter

Button.

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Do the changes and Save

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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.

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in various forms and summarization levels.1 Access Asset Explorer Records transaction by: Accounting Financial Accounting Asset Explorer AW01N Fixed Assets Asset Via Menus Via Transaction Code 1. If required O Description User Action and Values MCGM 0 Comments . Normally it’s Zero.9. Planned values are displayed.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.4.0 Page 214 of 314 .2 On screen “Asset Explorer”. BUSINESS PROCESS PROCEDURE OVERVIEW This function shows all the values of a fixed asset. Procedural Steps 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.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1. 30.4. as well as values already posted. including APC values and depreciation.4 Asset Explorer Trigger: There is a business need to use this function to display and analyze asset values.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Ordinary Depreciation. 30. Down Payments etc.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On clicking the Tab Planned Value – it gives the overall values of the Asset.9.0 Page 215 of 314 .

Depreciation posted for that year. Down payment.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On clicking the Tab Posted Values will display the value of the Acquisition. 30.0 Page 216 of 314 .

9. 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 217 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On clicking the Tab Comparison will display the comparison of an asset over the years.

0 Page 218 of 314 . Remaining Life.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Depreciation Start Date etc.9. 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On clicking the Tab Parameters will display the Useful Life.

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 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. 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 30.1. Procedural Steps 2. Give date Acquisition.MCGM 2. In Asset Accounting (FI-AA) in integration with Accounts Payable (Vendor).1 External Acquisition An external asset acquisition is a business transaction resulting from the acquisition of an asset from a business partner.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 2.0 Asset Acquisition Trigger: Business needs to acquire an Asset. 2.9. but with reference to a purchase order.1.0 Page 219 of 314 . On screen “Acquisition from purchase with vendor”.2. 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.

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MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Simulate the document and post . 30.0 Page 222 of 314 .9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

1 Access Transfer Asset transaction by: Accounting Transfer ABUMN Financial Accounting Fixed Assets Transfer within company code Posting Via Menus Via Transaction Code 3.0 Asset Transfer Trigger: There is a requirement to transfer an asset. you transfer a fixed asset.1. Since you cannot change the asset class in the asset master data. intra-company and inter. SAP differentiates between two types of transfer.1 Asset Transfer within Company Using asset transfer within Company. to a different asset master record. You split up an asset or move part of an asset (transfer from asset to asset). The target asset has to be in the same company code as the sending asset.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 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. On screen “Enter Asset Transaction: Transfer within Company code (tab page “Transaction data”. 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.0 Page 223 of 314 . you have to transfer the asset to a new master record.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 3. Intracompany transfer may be necessary for one of the following reasons: • • • An asset was created in the wrong asset class.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. You settle an asset under construction and transfer it to a finished asset. for example. 3. Procedural Steps 3.2. if the asset was created in the wrong asset class. BUSINESS PROCESS PROCEDURE OVERVIEW In Asset Accounting.1. or an asset component. enter information in the fields as specified in the table below: 30.

0 Page 224 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

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. Text Text field O Existing asset The asset to which the R radio button existing asset will get transferred. “C” = Conditional) Go to tab page “Partial Transfer” 3. (Note: On above table. in column “R/O/C”. Comments Give suitable text Give asset code created in the steps mentioned above in this manual.0 Page 225 of 314 . Description User Action and Values Give asset code which is getting transferred Give date of asset transfer. “O” = Optional. “R” = Required. enter information in the fields as specified in the table below: 30. Give date of asset transfer.3 On screen “Enter Asset Transaction: Transfer within Company code” (tab page “Partial transfer”). Give date of asset transfer.9.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Percentage rate Description R/O/ C The percentage of existing R asset to be transferred. Click the radio button. 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. This radio button is to be clicked only if the asset gets transferred on the same year in which it was procured.9. transferred pertains to the existing fiscal year. radio asset which is getting button. the required percentage (less than 100) can be put. the other radio button “Prior year acquis” is to be clicked. Page 226 of 314 From current This implies the original R year acq.0 . User Action and Values 100 Comments In case of partial transfer. Other wise.

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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. The accounting entries shown above will get posted.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.0 Page 227 of 314 . 30.

This process deals with sale of Assets after the same has been approved.1.0 Page 228 of 314 . END USER DOCUMENTATION FINANCE & CONTROLLING 1 BUSINESS PROCESS PROCEDURE OVERVIEW A fixed asset which has become unusable due to either technological obsolescence.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 4.0 Asset Retirement Trigger: One or more assets are to be scrapped and subsequently sold.MCGM 4.9. An Asset or Scrap is sold with Revenue to a customer.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2. 4. destruction/damage of asset or for any other reason can be either sold or scrapped. On screen “Asset retirement from Sale with Customer”.1 Asset Retirement with Revenue Procedural Steps 4. The details for that asset will be available in Asset History Sheet. enter information in the fields as specified in the table below: 30.

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0 Page 230 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.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.9. Give date Acquisition. 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 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. • Always pick test run first. The normal Month end processing are • Depreciation Run • Report Printing The Year end processing are • Fiscal Year change • Depreciation Run • Report Printing 5.9. If depreciation run is not done in any month the financial statements (trial balance) will not disclose a true and correct view. Following points must be remembered while undertaking a depreciation run:• Depreciation run has to be executed period wise in chronological order.1 Access Depreciation posting run by: Accounting Processing AFAB Financial Accounting Fixed Assets Depreciation run Execute Periodic Via Menus Via Transaction Code 5. no General Ledger posting is done. As described below. 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). That is depreciation run can only be executed for a period if it is complete for the previous period.0 Page 231 of 314 .1.1. if there are any errors. enter information in the fields as described in the table 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 5.2 On screen “Depreciation posting run”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Depreciation posting is to be done on the last day of every month. Only if the test run is successful execute the run by removing test run.1 Depreciation Run Trigger: Normal Month end and Year end activity BUSINESS PROCESS PROCEDURE OVERVIEW Processing of Planned and Unplanned Depreciation. rather than on an individual basis. such errors are to be removed and the run again executed. Procedural Steps 5. Till the run is in test status.

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

go to transaction AFBP (Log of Posting Run) . then to know the error .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 If any errors are shown in transaction.0 Page 234 of 314 . Give the following details:- 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

Description User Action and Values MCGM The fiscal year (2006) Put the correct posting period Comments . “R” = Required. “O” = Optional.9. “C” = Conditional) 30. The posting period must be same as that used in transaction AFAB (Note: On above table.0 Page 235 of 314 .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. in column “R/O/C”.

0 Page 236 of 314 . After test run is completed without error. Based on the error massage. Repeat the same exercise.2.9. At the fiscal year change. Before you can change to fiscal year YYYY. 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. • You can choose any point in the new fiscal year for carrying out the fiscal year change. execute depreciation posting by removing the “test run”. you must have already closed fiscal year YYYY . The earliest that you can carry out a fiscal year change is in the last month of the old fiscal year.1. You can have a maximum of two fiscal years open for posting at one time Procedural Steps 5. • The fiscal year change can only be carried out (even in test mode) for the new fiscal year.1 Access Fiscal Year Change by: Accounting Processing AJRW Financial Accounting Fiscal Year Change Fixed Assets Periodic Via Menus Via Transaction Code 30.2 Fiscal Year Change Trigger: Normal Month end and Year end activity BUSINESS PROCESS PROCEDURE OVERVIEW • From the point of view of the system. till the test run is executed without any error. a fiscal year change is the opening of a new fiscal year for a company code. rectify the problems and again execute Depreciation posting run for the same period in “test run” mode.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Click the Execute button at top and note the error messages that appear. the asset values from the previous fiscal year are carried forward cumulatively into the new fiscal year.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

0 Page 237 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 30. enter information in the fields as described in the table Click Execute .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 5.9.1.2 On screen “Asset Fiscal Year Change”.

0 Page 238 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Click Yes to continue.

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 Test Run Description R/O/ C R R O User Action and Values MCGM The fiscal year (2006) Tick the Test Run Comments .9. Remove the tick and run for Real update. Always run Test run mode to make sure no errors.0 Page 239 of 314 . 30. The New fiscal year is open for Asset Posting.

location.3. This report selection tree is a freely definable hierarchical structure.2 On screen “Asset Balances”. cost center.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. and so on. Therefore. enter information in the fields as described in the table .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 5.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 240 of 314 . You can make different initial selections such as.1. asset class. the initial selection screen appears in a simplified form. by asset number. 30. when you call them up.9. All of the reports in the standard report selection tree are pre-defined with report variants. 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 5.3. Procedural Steps 5.

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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. 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. 30. List Print or Export. The same report can be printed or export to Excel Sheet from the Menu Bar.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 242 of 314 .9.

2006 Created on .1.1. 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).0 Page 243 of 314 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 COST CENTER ACCOUNTING 1.0 Cost Center 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 1.1 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.9.2 On screen “Create Cost Center: Initial Screen”. enter information in the fields as specified in the table below: Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Department and geographical location (HO/Zone/Ward) Procedural Steps 1.

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01/04/2006 To:.31/12/9999 (Note: On above table. Comments This is in a pop up window prior to continuing with the next 2 items below.0 Page 245 of 314 . enter information in the fields as specified in the below table: 30. in column “R/O/C”.1. The code is to be given following the coding convention. “C” = Conditional) Click Enter 1.9. “R” = Required.3. From:. 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. Button On screen “Create Cost Center: Basic Screen”. “O” = Optional.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.g.

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in column “R/O/C”. Select the drop down arrow to select the proper hierarchy code which will be based on Business unit and service. Give the corresponding Business Unit name Select proper category from the drop down list like “1” for Service.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 247 of 314 . “C” = Conditional) Save data by clicking button Message will appear – Cost Center has been created. “2” for Administration etc.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. 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. Select the drop down arrow to select the proper Business area depending on Business unit for which the Cost center is being created. “O” = Optional. 30. “R” = Required.9.

2 Change Cost Center Overview Trigger: There is a business need to change an existing cost center. Procedural Steps 1.9.4.MCGM 1. 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. 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).2006 Created on .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. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost center Accounting > Master data > Cost center > Individual processing >Change KS02 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.2.3.2.

“C” = Conditional) Click Enter Button 1.0 Page 249 of 314 .2. 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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.3. in column “R/O/C”. On screen ‘Change Cost Center: Basic screen’. “O” = Optional. “R” = Required.9.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.

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

Further under one main Cost Center Group.2.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. enter information in the fields as specified in the table below: 30.2 On screen “Create Cost center group: Initial Screen”.MCGM 2. Procedural Steps 2.0 Page 252 of 314 .9.1. 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.0 Cost Center Group 2. As many Cost Center Groups as required can be created.1 Create Cost Center Group Overview Trigger: The Enterprise needs to establish a Cost Center Group. as many as required Sub-cost Center Groups can be created under each of which the required Cost Centers are to be attached. These Cost Center Groups contain only those Cost Centers which are relevant for a particular report. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost center Accounting > Master data > Cost center Group > Create KSH1 2.

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0 Page 254 of 314 . END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Comments Enter a proper code for Cost The group Center Group.9. “R” = Required. in column “R/O/C”. “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. name must be unique and created as per the coding convention (Note: On above table. “O” = Optional.MCGM Field Name Description R/O/C Cost center The name of a node in R group hierarchically structured groups.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

button.3 On screen “Create Cost center group: Structure”. Message will appear – “The changes have been saved “at the bottom after pressing the 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 255 of 314 . 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. The new Cost Center main Cost Center Group and click the Group may be named as per requirement.9. Save the data by clicking the button and then by pressing the button.1. Take the cursor to the button with narration “Lower Level”.

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. 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.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 2.2. These Cost Center Groups contain only those Cost Centers which are relevant for a particular report.2 Change Cost Center Group Overview Trigger: The Enterprise needs to establish a Cost Center Group. .1Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost center Accounting > Master data > Cost center Group > Change KSH2 2.0 Page 256 of 314 . enter information in the fields as specified in the table below: 30. 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.2 On screen “Change Cost center group: Initial Screen”. As many Cost Center Groups as required can be created.9.2. Procedural Steps 2.

add /delete Cost Centers as described below:- 30.9.0 Page 257 of 314 .3 On screen “Change Cost center group: Structure”. “R” = Required.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. “O” = Optional. “C” = Conditional) Click Enter Button Click one of the Cost Center Groups on which changes is to be made 1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. in column “R/O/C” .

9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 258 of 314 .

0 Page 259 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Save the data by clicking the button and then by pressing the button. • Addition of a Cost Center to the Group Click the button with narration “Cost Center”.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. Key in the code of a new Cost Center that is required to be added to this Cost Center Group. 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.9.

On screen “Create Cost Element: Initial Screen”.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Business Process Procedure Overview A Cost Element is “Cost Carrier”.1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 3. 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 3.0 Cost Element 3.1 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. Procedural Steps 3. enter information in the fields as specified in the table below: 30.1.1. it carries cost to the CO from FI/Other modules. that is Profit & loss Accounts. that is. 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. Primary Cost Elements are nothing but General ledger accounts for expense or revenue.0 Page 260 of 314 .2.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 261 of 314 .9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

From:.01/04/2006 To:. Comments This is in a pop up window prior to continuing with the next 2 items below. enter information in the fields as specified in the below table: 30.0 Page 262 of 314 . On screen “Create Cost Element: Basic Screen”. “O” = Optional.1.31/12/9999 (Note: On above table.MCGM Field Name Description R/O/ C R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Enter the controlling area.9.3. 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 the same code as that of the General ledger Account (expense/revenue) created which has necessitated the creation of the primary cost element. “C” = Conditional) Click Enter Button 3. This can only be created after the G/L A/c is created. in column “R/O/C”. “R” = Required.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

9.0 Page 263 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

0 Page 264 of 314 .9. Same description 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. 30. Comments Cost Element Cost Element category – R category This defines whether a Cost element belongs to expense/revenue (Note: On above table. Select 11 if the Cost Element is created for Revenue related General Ledger Account. in column “R/O/C”. “R” = Required. Select 1 if the Cost Element is created for a Expense related General Ledger Account. “C” = Conditional) Save data by clicking button Message will appear – Cost Element has been created.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.

2.1.0 Page 265 of 314 .MCGM 3. which carries cost from one Cost Object to another (like from one Cost Center to another) within the CO module itself. or a new activity /overhead allocation method has come which necessitates creation of a secondary Cost element.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.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. Procedural Steps 3. On screen “Create Cost Element: Initial Screen”. 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 3.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. Unlike primary cost elements secondary cost elements has no link with any other module.

0 Page 266 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

“O” = Optional.0 Page 267 of 314 . Comments This is in a pop up window prior to continuing with the next 2 items below. whether for activity type/overhead rate allocation etc.01/04/2006 To:. 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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. “R” = Required. On screen “Create Cost Element: Basic Screen”. From:. The secondary cost element code should be given as per coding convention.3. that is.2. “C” = Conditional) Click Enter Button 3.9. in column “R/O/C”. enter information in the fields as specified in the below table: 30.31/12/9999 (Note: On above table.MCGM Field Name Description R/O/ C R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Enter the controlling area.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 268 of 314 .

the (Maximum 40 characters) name will not come automatically Select 43 if the Cost Element is for Internal Activity Allocation.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. “C” = Conditional) Save data by clicking button Message will appear – Cost Element has been created. in column “R/O/C”.0 Page 269 of 314 . “O” = Optional. “R” = Required. (Note: On above table. the name will not come automatically Give suitable description like Unlike Cost Element to measure primary cost Project Labor Activity element. 30.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.

On screen “Change Cost Element: Initial Screen”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. enter information in the fields as specified in the table below: 30.2. Primary cost elements are nothing but General Ledger accounts for expense/revenue.In case of secondary cost element .1.MCGM 3.9.3 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 . 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 3.0 Page 270 of 314 . If required. (Primary Cost Elements) or within CO module from one Cost object to another (Cost Center to Cost Center). Procedural Steps 3. certain fields of a Cost element can be changed. that is it carries cost either to the CO from FI/Other modules.3.3. a new activity /overhead allocation method has come which necessitates creation of a secondary Cost element. Business Process Procedure Overview A Cost Element is “Cost Carrier”.

0 Page 271 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

9.3.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. (Primary or secondary) (Note: On above table. On screen “Change Cost Element: Basic Screen”. in column “R/O/C”.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. 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. “C” = Conditional) Click Enter Button 3. “R” = Required.0 Page 272 of 314 .3. “O” = Optional. enter information in the fields as specified in the below table: 30.

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

30. in column “R/O/C”. “C” = Conditional) Save data by clicking button Message will appear – Cost Element has been changed.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. “R” = Required. “O” = Optional.0 Page 274 of 314 . (Note: On above table.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

Any number of cost element groups can be created based on the reporting need. Procedural Steps 4. 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. These groups will be used mainly for use in reporting Business Process Description Overview Organizational unit storing a group of cost elements.9. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Element Accounting > Master Data > Cost Element Group > Create KAH1 > 30.1.0 Cost Element Group 4.MCGM 4.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 275 of 314 .1.1 Create Cost Element Group END USER DOCUMENTATION FINANCE & CONTROLLING 1 Overview Trigger: Request for a Cost Element Grouping.

9. enter the specified information in the fields in the table below: 30.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 4.0 Page 276 of 314 .2 On screen “Create Cost Element Group: Initial Screen”.

“O” = Optional.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.3. (Note: On above table. “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. Coding Element Group can be either numeric or Name alphanumeric. 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: 1.9.1. “R” = Required. in column “R/O/C”. 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.2006 Created on . Take the cursor to the main Cost Element Group and click the button with narration “Lower Level”.0 Page 277 of 314 30.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Save the data by clicking the button and then by pressing the button.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 278 of 314 . 30. Message will appear – “The changes have been saved at the bottom after pressing the button.

If required Cost Element Groups can be changed. Cost elements with similar characteristics may be grouped together in cost element group.2 Change Cost Element Group Overview Trigger: Request for a Cost Element Grouping. enter the specified information in the fields in the table below: 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 4.9.1. Any number of cost element groups can be created based on the reporting need.1 Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Element Accounting > > Master Data > Cost Element Group > Change KAH2 4. Procedural Steps 4. Cost Element Groups can be created for both Primary and Secondary Cost Elements.0 Page 279 of 314 .2.2. On screen “Change Cost Element Group: Initial Screen”. These groups will be used mainly for use in reporting Business Process Description Overview Organizational unit storing a group of cost elements.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 280 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. “C” = Conditional) Click Enter Button 4.9. “R” = Required. (Note: On above table.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.2. in column “R/O/C”. “O” = Optional.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 .

Save the data by clicking the button and then by pressing the button.9. 30. 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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Message will appear – “The changes have been saved at the bottom after pressing the button. Addition of a Cost Element to the Group Click the button with narration “Cost Element”.0 Page 282 of 314 .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. The Cost elements wrongly entered can be removed by this.

1.1. that is. WBS element) to the one for which the activity has been performed (in this example WBS element). Procedural Steps 5.0 Activity Type 5.9. 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. Access transaction by: Via Menus Via Transaction Code Accounting->Controlling->Cost Center Accounting->Master Data->Activity Type->Individual Processing->Create KL01 5. Valuation of activity quantities is made with an allocation price calculated based on the managerial strategy chosen.0 Page 283 of 314 . that is.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.2 On screen “Create Activity Type: Initial Screen”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. actual man hour worked.MCGM 5. process.1. Some of the expenses (like man hour worked in a particular project/for maintenance activity) may have to be booked using actual activities performed. cost center performed certain quantifiable work on a project. enter information in the fields as specified in the table below: 30. Activity inputs from a sender cost center mean that a receiver (another cost center or an order. and so on) is drawing on the resources of the sender cost center.

9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 284 of 314 .

9999 (Note: On above table. “R” = Required.12.3 Create Activity Type: Basic Screen (Basic Tab) 30.04. in column “R/O/C”.2006 31.9.0 Page 285 of 314 . 01.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM Field Name Activity Type Valid from Valid to Description R/O/ C 6 Char. 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. “O” = Optional.1. “C” = Conditional) Click Enter Button 5.

for example for if the activity is for Labor cost allocation based on Hrs worked. “O” = Optional. (Note: On above table. 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. “C” = Conditional) Save data by clicking button Message will appear – Activity Type has been created. Otherwise. it should be Hrs. It will be secondary Cost Element Price indicator Key that defines how price R is to be calculated.MCGM Field Name Name Description Activity Unit Description Identifier that defines the name of the Activity type 40 Char.9. 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. Cost Cost element used to R Element allocate the activity types costs to cost object(s). 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.0 Page 286 of 314 . in column “R/O/C”. A category Typ 1 Char. If the activity can be Performed by all Cost Center Put “*”. Identifier that R identifies the method of activity quantity planning and activity allocation Alloc.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 30. “R” = Required. “O” etc may be booked. Identifier that describes the Activity Type. Put “1” Secondary CE should be created before activity type is created. specific Cost Center category like “A”.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2. Some of the expenses (like man hour worked in a particular project/for maintenance activity) may have to be booked using actual activities performed. process.2.2. and so on) is drawing on the resources of the sender cost center. On screen “Change Activity Type: Initial Screen”. that is. Activity inputs from a sender cost center mean that a receiver (another cost center or an order. enter information in the fields as specified in the table below: 30. 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. cost center performed certain quantifiable work on a project. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Center Accounting > Master Data > Activity Type > Individual Processing > Change KL02 5. Procedural Steps 5.1. WBS element) to the one for which the activity has been performed (in this example WBS element). actual man hour worked.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. Valuation of activity quantities is made with an allocation price calculated based on the managerial strategy chosen.9.0 Page 287 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 5. After creation of an Activity type. only certain fields for the same can be changed.

9.0 Page 288 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

“R” = Required. in column “R/O/C”.0 Page 289 of 314 .9.2.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.3. “O” = Optional. Comments (Note: On above table. “C” = Conditional) Click Enter Button 5.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Change Activity Type: Basic Screen (Basic Tab) 30.

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

enter information in the fields as specified in the table below: 30. one cost distribution parameter is number of employees.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. Procedural Steps 6.1. then the same may be defined as an SKF and the numbers defined in the respective SKF. At the time of cost distribution.0 Page 291 of 314 . For example.1.0 Statistical Key Figure 6.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM 6. On screen “Create Statistical Key Figure: Initial Screen”. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Center Accounting > Master Data > Statistical Key Figure > Individual Processing > Create KK01 6. the SKF has to be assigned to the rule and expense will get distributed automatically.9.1.2.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.0 Page 292 of 314 .

MCGM Field Name R/O/ C Stat.3. “O” = Optional.1. “R” = Required. 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. “C” = Conditional) Click Enter Button 6. in column “R/O/C”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. Create Statistical Key figure: Master data 30.0 Page 293 of 314 .

“C” = Conditional) Save data by clicking button Message will appear – Data has been saved. 30. Values are for every month. “R” = Required. For Example in case If a parameter is Electricity charge. Key Fig. As it will vary from Month to month.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. 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. Select proper UoM. cat These buttons determines whether the SKF values are to be defined once or every month –Fxd is once and Tot. in column “R/O/C”. it should be PRS (no.0 Page 294 of 314 . The “Tot” value is To be selected.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. R (Note: On above table. “O” = Optional. of persons) Select Radio Button “Fxd val” It will vary on SKF Selected.9. for example in case of employee related SKF.

2 On screen “Change Activity Type/Price Planning: Initial Screen”. 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.1.0 Activity Price 7.9.0 Page 295 of 314 . Only after this planning is done.MCGM 7. then price for that activity has to be planned for per unit. 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.1. that is.1. Thus if an Activity type is created for Overhead distribution relating to Labor.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. per hour Labor Cost.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Center Accounting > Planning > Activity Output/Prices> Change KP26 7. Procedural Steps 7. enter information in the fields as specified in the table below: 30. Business Process Procedure Overview After creation of an activity type.

9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 296 of 314 .

then Cost Centers having that Cost Center category can only be given. in column “R/O/C”. “R” = Required.9.MCGM Field Name Version From period To period Cost center R/O/ C The planning version. “C” = Conditional) Click overview Button 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. required Click radio button “Form based” (Note: On above table. “O” = Optional. 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.0 Page 297 of 314 . 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.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. enter information in the fields as specified in the table below: 30.1.9.3 On screen “Change Activity Type/Price Planning: Overview Screen”.0 Page 298 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 7.

9. The other populated fields in the screen shot will pick values automatically from the Activity type master. in column “R/O/C”. (Note: On above table. “O” = Optional.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.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. “C” = Conditional) Save data by clicking button Message will appear – Changed Data has been posted. 30.0 Page 299 of 314 .

Only after this value is defined.2 On screen “Change Statistical Key Figure Planning: Initial Screen”.1. can the respective SKF be used to distribute the cost from the sender Cost center to the receiver Cost Center. enter information in the fields as specified in the table below: 30.9. Procedural Steps 8.1.0 Page 300 of 314 . Business Process Procedure Overview After creation of a Statistical key figure.0 Statistical Key Figure Value 8.1 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.MCGM 8.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Thus if an SKF is created for cost distribution based on number of employees. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Center Accounting > Planning > Statistical Key Figure > Change KP46 8. 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. then value for that SKF has to be planned for that is number of employees.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.0 Page 301 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

“C” = Conditional) Click overview Button 30. in column “R/O/C”. “O” = Optional.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Decides the layout in the R Free/Form following screen based (radio button) Put suitable Cost Center Put the required SKF code.0 Page 302 of 314 . “R” = Required.MCGM Field Name Version From period To period Cost center R/O/ C The planning version. Click radio button “Form based” (Note: On above table. 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.9. 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.

“R” = Required. in column “R/O/C”. 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1. “O” = Optional. 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.0 Page 303 of 314 .3 On screen “Change Statistical Key Figure Planning: Overview Screen”.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. “C” = Conditional) Save data by clicking button Message will appear – Changed Data has been posted.

system will not throw any error message.belongs to yet another Cost Center. Thus Cost distribution of elementary nature can also be done through Manual reposting of cost Procedural Steps 8. the original Cost Center has a cost of Rs 10000/-.1. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Center Accounting > Actual Postings > Manual reposting of Costs> Enter KB11N 8. 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. 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/-.0 Page 304 of 314 .whereas the original Cost Center will get credited by Rs 5000/.1. enter information in the fields as specified in the table below: 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 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. If an expense belongs to more than one Cost Center. the same can be manually reposted to the correct Cost Centers.9.1. Manual reposting can be done to both these Cost Centers for Rs 3000 and Rs 2000/. The following points are to be further remembered in this regards:• There is no sender check while reposting cost. For example.2. Under those circumstances rather than reversing the FI document.and retain remaining balance amount of (Rs 10000-Rs 5000) Rs 5000/-.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 9. That is. if the original cost center has a value of Rs 10000/. On screen “Enter Manual Repostings of Primary Costs”. Business Process Procedure Overview Manual Reposting of Cost from one Cost Center to another. it is handier to change the Cost Center.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 305 of 314 .

30.9.MCGM Field Name Doc date Pstg date Period Doc Text Scrn variant CCtr(old) Cost Elem.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. “O” = Optional. more than one.0 Page 306 of 314 . Select 01SAP Cost Center. Note the document number (This document number will be a controlling document number). 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. Give code of the cost element which actually posted the cost to the original 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. “C” = Conditional) Click Enter Button button Save data by clicking Message will appear – Controlling document XXXXX has been generated. 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. Put suitable text (Note: On above table. in column “R/O/C”. Give the Cost Center code from which the amount is to be reposted.

0 Page 307 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 10.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Distribution of Overhead Costs Overview Trigger: 30.9.

enter information in the fields as specified in the table below: 30.2. At the end of a period such costs have to be booked on Vehicle as per the predefined ratio given by MCGM. Admin Expenses etc. Salary. Business Process Procedure Overview Indirect costs such as Utility Bills.1.1 Creation of Assessment Cycle (Rule) 10.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1 Access transaction by: Via Menus Via Transaction Code Controlling > Cost Center Accounting > Period End Closing > Current Settings > Define Assessment S_ALR_87005742 10. Procedural Steps 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.1. as these are common expenses. incurred for a Garage are directly booked to Cost Center. On screen “Change Actual Assessment Cycle”. Wages.0 Page 308 of 314 .9.

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. 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. User Action and Values Give cycle name Give current date Comments Press to go to next screen.0 Page 309 of 314 .

9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 310 of 314 .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.

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 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.0 Page 311 of 314 .

2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.0 Page 312 of 314 . R/O/ C R R R User Action and Values Enter the suitable cost center Enter the suitable cost element Enter the suitable order.2 Executing Assessment Cycle (Rule) 10.1. Comments 10.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. Access transaction by: 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 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.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 10.2.0 Page 313 of 314 R/O/ C R R R User Action and Values Comments .9. Check the result and if result is ok ten remove the tick from the check box. 30. On screen “Execute Actual Assessment”.Test run and press “F8 “to execute the cycle.2.

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