MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

SAP Implementation At Municipal Corporation Greater Mumbai

Finance & Controlling

Participant Name:___________________________________

MCGM_FICO1.pdf

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 1 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

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

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

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

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

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

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

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

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

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

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 6 of 314

0 Page 7 of 314 . 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. and so on. 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.2. projects.0 Fund Center 1.1 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. Comments The code is to be given following the coding convention.MCGM TABLE OF CONTENTS PUBLIC SECTOR MANAGEMENT 1. areas of responsibility. 1.1 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.9. A funds center represents the organization unit for which budget needs to be assigned and monitored. the funds centers represent the structural grouping into departments. On screen “Create Funds Center in FM Area”.

3. 30.9. 1. 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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Funds Center Create”.0 Page 8 of 314 .1.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1.0 Page 9 of 314 .9. 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.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1.4 On screen “Funds Center Create”.

9.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. 30.

Save data by clicking Message will appear – Funds center XXXXXXXX successfully saved.1. but the name of the funds center and FM Area assignment cannot be changed (Alphanumeric).2. 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 1.2.MCGM 1.9.2. 1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. button. On screen “Funds Center Change”. END USER DOCUMENTATION FINANCE & CONTROLLING 1 Business Process Procedure Overview You can change the Funds center Master Record data. enter the changes needed to be carried out.0 Page 11 of 314 .2 Change Funds Center Trigger: There is a need to individually change a Funds center. 30.

3 Display Funds Center Trigger: There is a need to individually display a Funds center.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1. Input – Required Fields Funds Center Field Value/Comments 1. Press F3 to back or Shift+F3 to exit the screen. details of the master is displayed.1.3. On screen “Funds Center Display”.3.2. 30. Business Process Procedure Overview You can display the master data of Funds center.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.0 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.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Procedural Steps 2.1.0 Page 13 of 314 . Commitment items represent the functional grouping of expenditures and revenues within a financial management area. On screen “Edit Commitment Item”.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. 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.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 2. 30.1.2.1.9. Business Process Procedure Overview A commitment item represents budget head under which Budget estimate is to be prepared and allotment is given.

9. 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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. R R Financial Transaction Commitment Item Category 30. Comments Description for commitment R items Financial transaction for the commitment item This field specifies type of item i.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 2.1.3. On screen “Create Commitment Item”.0 Page 14 of 314 . Enter “3” for expenses/outflows and “2” for revenues. expense or revenue.e.

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

Save data by clicking

button

Message will appear – Commitment item XXXXXX successfully saved.

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 15 of 314

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

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

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

2.2.1.

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

Via Menus Via Transaction Code Input – Required Fields Commitment Item

2.2.2.

On screen “Edit Commitment Item”, click the button

pencil to make the changes.

Save data by clicking

Message – Commitment Item XXXXXX is saved successfully.

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 16 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

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

2.3.1.

Via Menus

Via Transaction Code

Input – Required Fields Commitment Item

Field Value/Comments

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

Glass to Display and Press F3 to go back or

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 17 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

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

3.1.1

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

Via Menus Via Transaction Code

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

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 18 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

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

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 19 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

Save data by clicking

button

Message will appear – Functional Area XXXXXX has been saved.

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 20 of 314

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team glass to display and press F3 to go Version: 1. Business Process Procedure Overview The functional area maps the functional structure (such as public safety. Save data by clicking button Message will appear – Functional Area XXXXXX has been saved.9. press the pencil to do the changes. 30. It describes how the funds are used. Business Process Procedure Overview The functional area maps the functional structure such as public safety. press the back or Shift+F3 to exit from the screen. town planning and so on.2. town planning and so on).3.2 On screen “Process Functional Area”. FM area. It describes how the funds are used. especially the expenditures of an organization (FM area).3 Display Functional Area Trigger: There is a business need to individually display a Functional Area.3.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 3. 3.2 Change Functional Area Trigger: There is a business need to individually change/delete a Functional Area.1 Via Menus Via Transaction Code 3.2.1 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. This Process allows you to change the master data.0 Page 21 of 314 . especially the expenditures of an organization.2 On screen “Process Functional Area”. 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. Procedural Steps 3. the validity period can be changed only if no posting made to it.

9. 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. Comments Click Button.MCGM 4.1 Create Fund Trigger: There is a business need to individually create a Fund.2.1.1.0 Fund 4. This enables the exact source of the funds to be determined. enter information in the fields as specified in the table below: Field Name Fund Description New Fund which needs to be maintained in system R/O/ C R User Action and Values Give a suitable code as required.0 Page 22 of 314 .1 Via Menus SAP Menu Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Fund Create Via Transaction Code FM5I 4. On screen “Create Fund – Basic Screen”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Procedural Steps Access Create Fund Master Transaction by: 4. 30.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.0 Page 23 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

0 Page 24 of 314 . Comments Valid From Valid To Fund Type Date from when the Functional area to be used Date till when the Functional area to be used The funds can be grouped according to fund type to use for classification or reporting R R O 30.3. On screen “Create Fund – Basic Screen”.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 4. enter information in the fields as specified in the below table: Field Name Name Description Description Name for the Fund Description for Fund R/O/ C R R User Action and Values Give suitable name (Name can be up to 20 characters long) Give a detailed description in the same way as name (Long Text can be up to 40 characters long) Mention the date as required Mention the date as required. Press F4 for drop down Help.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1.

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

3.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 4. Enter the alphanumerical code of the fund and choose to Enter.9. Press F3 to go back orShift+F3 to exit the screen. Business Process Procedure Overview This Process allows the user to display the Master Data.3. 30.0 Page 26 of 314 . Procedural Steps 4.3 Display Fund Trigger: There is a business need to individually Display a Fund.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2.1 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.

known as the derivation strategy.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. required Master data needs to be assigned to fund center. you define your account assignment derivation. You can use account assignment derivation to automatically determine the values of FM account assignments from other account assignments. as long as there is a logical dependency between them.0 Page 27 of 314 .1. Each derivation step describes how a number of target fields can be filled from a number of source fields.1 Procedural Steps Access Create Fund Master Transaction by: Via Menus SAP Menu Accounting Public Sector Management Funds Management Master Data Use of Account Assignment Elements Process Account Assignment Derivation Via Transaction Code FMDERIVER 5. Business Process Procedure Overview In this activity. Double click on the field “Cost Center/CE to Commitment Item/Funds Ctr/Fund/Function” field: 30.0 Create Account Assignment Derivation. On screen “Derivation Strategy for FM Object Assignment: Maintain Values”. The account assignment derivation consists of a sequence of derivation steps . Here we are taking an example of Cost center/Cost Element Assignment.MCGM 5.2.9. END USER DOCUMENTATION FINANCE & CONTROLLING 1 Trigger: For the system to derive fund center automatically. It is used to sequentially derive the values for FM account assignments from other account assignments. 5.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 28 of 314 .9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Derivation Strategy for FM Object Assignment: change Rule Values”.9. The Cost Element for which the assignment is to be made.0 Page 29 of 314 . 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. Enter the value of cost element.2006”. Enter the value of the Commitment Item Enter the value of Fund center. Enter the value of Fund Enter the Functional Area Comments 30.04. for eg Enter “01. 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”. Enter the value of cost center.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

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

Comments Comments Field Name Value type Process Budget Category Document Type Budget Type Version Date Period For line item. only text information in the form of short and long texts can be changed. You can no longer make any changes to budget values or assign other attributes.0 Page 31 of 314 . F4 help available for further types.1 Via Menus Via Transaction Code 6.2.1.9.2006 Created on Description Prepared by: Sanjeev & Nathan SISL Consulting Team R/O/ User Action and Values Version: 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. 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. Field Name 30.1 Create Budget Entry Document: Business Process Procedure Overview Document which logs the entry of budget values in the Budget Control System (BCS). For the first Version.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 6.1. You must make such changes in a new entry document.0 Budget Document Entries 6. After posting an entry document.2006 ALL F4 help available for further types. normally 0 Can be allocating it to certain Periods too. A document number is assigned to a budget entry document by the system and provides proof of the processing of budget values.04. On screen “Budgeting Workbench – Create Document”. 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.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 32 of 314 .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 . 30.9.

MCGM Via Transaction Code ZF002 6.2 Create Budget Entry Document This is the procedure will be followed in MCGM for the Budget Upload Process. functional area and Fund for each commitment item. The budget shall be set at Fund center.2.1) Creation of Budget: Access the Program for uploading the Budget Data .0 Page 33 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 6.2.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: 30.9.

9. for the budget uploaded is displayed. 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 34 of 314 . 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.

Access the “Display Entry Document” transaction by: Accounting Public sector Management Funds Management Budgeting Budget Control System Entry Document Display. On the Display Entry Document: Selection screen enter the information in the fields as specified in the table below: Field Name Financial Mgt Area 30.3.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Expected Result: Budget document is created without any errors.2006 Created on Description MCGM Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.3. FMEDD Via Menu Via Transaction Code 6.2. 6.9.3 Budget Document Display: The budget document can be displayed as under 6.0 Comments Page 35 of 314 .1.

Expected Result: The document displays correct line items as required. 30.MCGM Field Name Document Year Entry Document Number Description 2006 Enter the document number uploaded END USER DOCUMENTATION FINANCE & CONTROLLING 1 Comments Click ‘watch’ sign on top left or F8. All transactions that have taken place will be displayed.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 36 of 314 .9.

Business Process Procedure Overview Using funds transfers you can transfer assigned funds which are in a particular Funds Management account assignment.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.4. to other Funds Management account assignments.9.4 Create Funds Transfer END USER DOCUMENTATION FINANCE & CONTROLLING 1 Trigger: Some additional budget is available one a fund center under one head and needs to be transferred to another head.0 Page 37 of 314 . 6. On screen “Fund Transfer .MCGM 6.Create Initial Screen”.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. enter information in the fields as specified in the table below: Field Name Document Type Document date Posting date Company Code Currency Description This Classifies the Budget Entry Document and its Number Assignment R/O/ C R R R R R User Action and Values Select ‘11’ from drop down Defaulted Defaulted MCGM INR Comments 30.4.2.

Field Name S Fund Center Commitment item Amount RS Fund Center Commitment 30. Page 38 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 For Line Item. Select this radio button for receiver line items. Enter the total amount to be transferred. Select/Enter relevant fund center.2006 Created on Description Sender line item Enter the sender fund center Enter the relevant budget head. Enter/select the relevant Version: 1. 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.9. Enter the amount to be transferred.0 Comments . Enter/select the relevant commitment item.

0 Page 39 of 314 . Enter the amount allotted to the combination of fund center and commitment item.9. 30. Enter the required budget amount Verify the data entered by pressing Shift + F1 or and save the document . R END USER DOCUMENTATION FINANCE & CONTROLLING 1 commitment item.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM item Amount head.

9. 30. On screen “Fund Transfer .2. Business Process Procedure Overview Using funds transfers you can transfer assigned funds which are in a particular Funds Management account assignment.5.5.5 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.MCGM 6.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Procedural Steps Access Display Fund Transfer Transaction by: SAP Menu Accounting Public Sector Management Funds Management Posting Funds Transfer Display FMWC 6.Display Initial Screen”. to other Funds Management account assignments.0 Page 40 of 314 . 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.1 Via Menus Via Transaction Code 6.

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. Comments Field Name Value type Process Budget Category Document Type Budget Type Version Date Period 30. If the available funds are not sufficient.MCGM 6.2 On screen “Budgeting Workbench – Create Document”.04. 6. F4 help available for further types. you can top up the budget in a funds center or commitment item by means of a Supplement.6 Create Funds Supplement END USER DOCUMENTATION FINANCE & CONTROLLING 1 Trigger: For any of the budget.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2006 ALL F4 help available for further types. additional budget was request and the same has been approved and allotted.0 Page 41 of 314 .6. 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 01.9.1. 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.6. normally 0 Can be allocating it to certain Periods too. Business Process Procedure Overview The additional budget which was request from head quarters has been allotted and the same is updated in the system.

MCGM For line item.0 Page 42 of 314 .9. 30.2006 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.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 43 of 314 .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.9. 30.

The commitment carry forward always reflects the current state of the data in the Funds Management systems.0 Page 44 of 314 .) The following transactions are available for carrying over open commitment and carrying forward balances: In order to call up individual programs choose Accounting → Public Sector Management Management Additional Functions Closing Operations Menu Path. You perform the closing operations in a series of steps. Open commitments are correctly reduced in the old fiscal year if you process them further in the new. which you must carry out in sequence. there is no automatic link to the closing operations in other components.9. 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. 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. (For example. Note: The Budgets will not be Carried Forward. You use the closing operations to display budgets and assigned values for each period.0 Closing Procedures END USER DOCUMENTATION FINANCE & CONTROLLING 1 Trigger: As part of year end exercise.MCGM 7. unused budget will lapse if not utilized in the same year.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 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. For this reason. we recommend you do not carry out Funds Management closing operations until you have completed the closing operations in the other components. However. the commitment of Purchase orders are to be carry forwarded. a purchase order from 2006 can be reduced by an invoice arriving in 2007.1 Close Open Commitments Trigger: FM Closing Operations: Closing Open Commitments 30.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2.9. or earmarked funds) within Funds Management closing operations. purchase orders.1.1.1 Via Menus Via Transaction Code 7.0 Page 45 of 314 . On screen “Closing Operations – Close Open Items”. Remove the Test run when you need to update the Run Execute by clicking or F8 30. This program closes open commitment by flagging the documents as complete. 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. 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.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.

9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 46 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 47 of 314 .9.

Availability Control R Check Execute by clicking or F8 30.MCGM 7. If an error message occurs from the availability control.0 Page 48 of 314 . Procedural Steps Access Carry Forward Documents Transaction by: SAP Menu Accounting Public Sector Management Funds Management Additional Functions Closing Operations Commitments/Actuals Commitment Carry Forward Carry Forward Documents FMJ2 7.2 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.9. the corresponding line items cannot be processed. 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”.2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2.1 Via Menus Via Transaction Code 7. 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.

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 49 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 50 of 314

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

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

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

7.3.1

Via Menus

Via Transaction Code 7.3.2

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

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

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

Availability Control

R

Check

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 51 of 314

MCGM
Execute by clicking or F8

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 52 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 53 of 314

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

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

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

7.4.1

Via Menus

Via Transaction Code 7.4.2

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

Field Name FM Area Fiscal Year Value Type Company Code

We are carry forwarding only the purchase order open items.

Test Run Block Documents

R O

Select Test Run and Detail List

Availability Control

R

Check

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

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 54 of 314

2006 Created on .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Execute by clicking or F8 7.1 Access Display Carry Forward Documents by: Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 55 of 314 30.5 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 7.9.5.

MCGM Via Menus END USER DOCUMENTATION FINANCE & CONTROLLING 1 Via Transaction Code 7. Mention it. Mention it.no. enter information in the fields as specified in the table below: Description R/O/ C R R R O O R O O O If know the number.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”.Fisc Year Document Number FYC Document Number Execute by clicking or F8 30.5. 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. If know the number.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 56 of 314 .

9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 57 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

budget usage (actual and commitment values).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 . 8.2 On screen “Budget Report: Selection”. for example.1 Total Records – Budget Overview Business Process Procedure Overview Totals records reports evaluate totals records. budget still available) in your organization. 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: 1.0 Budget Reports The information system is to analyze the business transactions relevant to Funds Management Government. This is particularly useful with very comprehensive datasets.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 8. and the residual budget (that is.9. You can analyze all data interactively directly after entering it into the SAP System and trace its origin up to document level. This means it is possible.1. to generate overviews of the budgets (such as approved and released budget). 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. You can also run all reports available online in the background.1.

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

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

0 Page 61 of 314 .2.2 On screen “Budget Consumption Overview”.2 Total Records – Budget Consumption Business Process Procedure Overview Totals records reports evaluate totals records.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. The totals records provides you with a quick overview of the accumulated status of your data Procedural Steps 8.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 8. enter information in the fields as specified below: Field Name Description R/O/ User Action and Values Comments C FM Area R MCGM Budget Category Version Fiscal Year R R R 9F 0 2006 Payment Budget Original Version Execute by clicking or F8 30.1 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 8.9.2.

0 Page 62 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.

9. Exit by pressing yes.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Exit the report by pressing back pop up appears to confirm your exit. 30.0 Page 63 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

3. All data which is entered up until the point of invoice receipt or invoice issue is commitment data. 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. such as purchase orders and purchase requisitions.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 64 of 314 . Funds Management differentiates the data according to how advanced processing is in the system.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 8.3 Line Items – Commitments and Funds Transfer Business Process Procedure Overview This reporting evaluates Commitment and Actual documents. All other data is actual data Procedural Steps 8.2 On screen “Commitments: Line items by Document”.9.3.

9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 65 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Exit the report by pressing back pop up appears to confirm your exit.0 Page 66 of 314 . 30.9. Exit by pressing yes.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

1 Access Commitments and Funds Transfer Transaction by: SAP Menu Accounting Public Sector Management Funds Management Information Systems Line Items Commitments and Actuals All Postings FMRP_RFFMEP1AX Via Menus Via Transaction Code 8.0 Page 67 of 314 .4.2 On screen “Document Journal”. such as purchase orders and purchase requisitions.4 Line Items – Commitments and Funds Transfer Business Process Procedure Overview This reporting evaluates Commitment and Actual documents.9. All data which is entered up until the point of invoice receipt or invoice issue is commitment data. 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.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 8. All other data is actual data Procedural Steps 8. Funds Management differentiates the data according to how advanced processing is in the system.4.2006 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 68 of 314 .9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 The drill down report is displayed above. 30.9.0 Page 69 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

0 General Ledger 1.Once circular for permission to create new account is issued.1.GL Account Requisition will be sent to Head office and once approved circular will be issued to that effect.1. Procedural Steps 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 GENERAL LEDGER 1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.1 Create General Ledger Overview Trigger: The Enterprise has to post all transactions related to income. Business Process Procedure Overview Steps for creating new GL account – Preliminary requirement (triggering point) . request to create new account in SAP can be sent to Master Record Maintenance (MRM) team in prescribed format. expenditure.0 Page 70 of 314 . Access transaction by: Accounting > Financial Accounting > General Ledger > Master Records > G/L Accounts > Individual Processing > Centrally FS00 Via Menus Via Transaction Code 30. 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. assets and liabilities under the head of accounts contained in chart of account of the enterprise on the basis of which profit and loss account as well as balance sheet can be prepared to submit the same to various authorities . Step II (Account creation analysis) – After receiving request.This is possible if required GL account is created in system after proper approvals/ circulars.

enter information in the fields as specified in the table below: Tab 1 – Type/ description 30.1. On screen “Create General Ledger Account”.9.0 Page 71 of 314 .2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1.

0 Page 72 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Company code Suitable Account Group eg.Control Data 30.120 Press radio button R/O/C R R R R R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values MCGM Comments Suitable Text for the R G/L Account Suitable Text for the R G/L Account or F8 to get accounting information tab page Tab 2 .9.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.

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.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 74 of 314 .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 30.9.

MCGM 1.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2 Change G/L Account Procedural Steps 1.2.0 Page 75 of 314 .9. 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 1.2 On screen “Edit General Ledger Account”. enter information in the fields as specified in the table below: Tab page 1 – Type/ description 30.2.

Company code R/O/C R R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values MCGM Comments Press Enter and then Click on Account group R Description –Short R text Long text O Press enter or F8 to get accounting information tab page Tab page 2 .0 Page 76 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.Control Data 30.9.MCGM Field Name G/L Account No Company code Description Suitable Account no.

1. 2. 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. Also the necessary change must be made in financial statement version.Create Bank/Interest END USER DOCUMENTATION FINANCE & CONTROLLING 1 Change the necessary fields and press Message will appear – Data saved . Any New G.MCGM Tab page 3 . Account created (Exp/Revenue) corresponding Cost element and commitment item has to be created before any posting is allowed in G/L Account.0 Page 77 of 314 .L. Note: .

a) Cash given to Ward Offices.MCGM 2. Radio button on cash journal indicates status of accounting entry – Red button signifies that entry entered but not saved. All transactions of the day or period will be recorded in cash journal including cash withdrawal from bank account and expenses. Procedural Steps 2. orange button indicates saved entries.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. b) Cash given to Garages. and green button indicates that accounting transaction is posted to GL account. For this different business transactions will be created and respective GL accounts will be assigned.9.0 Page 78 of 314 . following window will pop up.0 Cash Journal accounting Overview Trigger: END USER DOCUMENTATION FINANCE & CONTROLLING 1 Cash journal functionality will be implemented for recording all Cash book transactions.1. Cash journal All cash transactions will be entered in cash journal.1. Access transaction by: Accounting > Financial Accounting > General Ledger > Posting > Cash Journal Posting FBCJ Via Menus Via Transaction Code Select cash journal book . Business Process Procedure Overview Cash journal functionality – Cash journal is used for posting all cash transaction and posted to respective GL account. select appropriate cash 30.

Enter Amount Enter G/L Account Bank.9. Customer or Vendor as the case may be Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 2.1.2. 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 30.0 Page 79 of 314 Prepared by: Sanjeev & Nathan SISL Consulting Team .2006 Created on Field Value/Comments Enter transaction number or Description.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 80 of 314 .9.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. Document status button will turn Cash journal updates balance screen once entry is saved 30.

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

0 Page 82 of 314 . 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. 30. E.9. posting date and document number.g. He will also specify reversal reason on original document. Business Process Procedure Overview Documents once posted will be reversible only after giving reversal reason. Document once entered in SAP system is not modifiable completely. Thus wrong document created in system is to be reversed completely. 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.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 3.0 Document Reversal Trigger: Accounting document wrongly entered in system is required to be reversed.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Reversal process will be executed as follows Step 1 – Identifying wrong document (Eg.

MCGM Procedural Steps 3. enter information in the fields as specified in the table below: 30.2.1. On screen “Document Reversal”.1.9.0 Page 83 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 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 3.1.

“R” = Required. 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 01 (Note: On above table. in column “R/O/C”. “C” = Conditional) Click on the ENTER button.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. document number code Enter 2006.9.0 Page 84 of 314 . “O” = Optional. 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 .

). With F-02 transaction you can also post to sub ledger (vendor. enter information in the fields as specified in the table below: 30. For example of JV transaction is Period end closing accounting e. provisions Procedural Steps 4. Business Process Procedure Overview Transaction code F-02 is to be used for accounting journal voucher.2 On screen “Posting with clearing”.1.MCGM 4.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.g.9. which are not directly accounted and no process is specified in transaction code.1. Access transaction by: Accounting > Financial Accounting > General Ledger > Posting > General Posting F-02 Via Menus Via Transaction Code 4. customer.1.0 Journal voucher posting Overview Trigger: END USER DOCUMENTATION FINANCE & CONTROLLING 1 Journal voucher is required for the transaction.0 Page 85 of 314 .

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Document Date Posting Key 30. 50 for Version: 1.9.2006 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 .0 Page 86 of 314 Prepared by: Sanjeev & Nathan SISL Consulting Team .

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.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. 50 for Credit Vendor.0 Page 87 of 314 . Account END USER DOCUMENTATION FINANCE & CONTROLLING 1 Customer or GL R R R Enter 40 for Debit .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

1. needs to be cleared through manual clearing program. Access transaction by: Accounting > Financial Accounting > General Ledger/ Accounts Payable/ Accounts Receivable > Account > clear F-03 (GL). F-32 (AR) Via Menus Via Transaction Code 5. Procedural Steps 5. needs to be cleared through manual clearing program. Vendor and Customer account.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 5.0 Account clearing process Overview Trigger: Open items which are not cleared automatically.1. enter information in the fields as specified in the table below: 30.0 Page 88 of 314 .1.9. open items which are not cleared by automatically. Business Process Procedure Overview In GL account. On screen “Posting with clearing”. F-44 (AP).

0 Page 89 of 314 . Customer or Account Comment GL or (Shift+F4) to go to next page Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Account Press 30.2006 Created on Description R/O/C Enter the GL account to be R debited User Action and Values Vendor.

0 Financial Statements Overview Trigger: 30.9. 6. select the items to be cleared Process the items to clear the account.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Clear GL Account Process Open Item”.0 Page 90 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

0 Page 91 of 314 .01 Via Menus Via Transaction Code 6. On screen “Financial Statements”.1.1 Balance Sheet 6. Balance sheet are to be drawn in a prescribed manner to be furnished to different authorities.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 The Financial statements e.g.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2. trial balance.9. Access transaction by: Information Systems > Accounting > Financial Accounting > General Ledger > Balance Sheet F.1.1. Procedural Steps 6. enter information in the fields as specified in the table below: 30.

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

1.9.2 Trial Balance 6.2006 Created on .2.0 Page 93 of 314 Via Menus 30. Access transaction by: Information Systems > Accounting > Financial Accounting > General Ledger > Account Balance Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 6.

0 Page 94 of 314 .08 END USER DOCUMENTATION FINANCE & CONTROLLING 1 6.2.2 On screen “G/L Account Balance”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.MCGM Via Transaction Code F. enter information in the fields as specified in the table below: 30.

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 30.0 Page 95 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

0 Page 96 of 314 .9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

1.FI related vendors.MCGM ACCOUNTS PAYABLE 1.9.0 Vendor Master END USER DOCUMENTATION FINANCE & CONTROLLING 1 1. such request will flow from MM module in proper template.0 Page 97 of 314 .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 Access transaction by: SAP Menu > Accounting > Financial Accounting > Accounts Payable > Master Records > Create FK01 Via Menus Via Transaction Code 30. Procedural Steps 1. For non.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

0 Page 98 of 314 . or F8 to get accounting information tab page 30. Select MCGM or MEMP as account group from drop down menu list.9. Description <Blank> R/O/C User Action and Values Comments No. Company code Account Group Press enter Company code R MCGM Account group determines the R type of vendor. enter information in the fields as specified in the table below: Field Name Vendor.2 On screen “Create Vendor”.1. will be created internally by the system – hence field has to be kept blank.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Title Name Search term Street address including Suitable Postal Code/ City and Country -IN country Press enter or F8 twice to get to payment transaction tab page R/O/ C Company R R Based on R which vendor can be searched from master.0 Page 99 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Comments 30.9. R Description User Action and Values Company Suitable Name Give suitable search term.

Press enter or F8 to get to accounting information tab page. Control Key R Enter 11 for Current A/c. R/O/ C R User Action and Values Comments 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Country Description Suitable Country -IN Bank Key R Enter MCGM. Reference Details R Enter 9 digit Bank MICR number. Enter 21 for Savings A/c.9.0 Page 100 of 314 . Account Holder R Give Vendor’s Bank Name and Branch details.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Bank Account R Give bank Account number of the Vendor.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.0 Page 101 of 314 . 350100200 for Contractor. 350100100 for Supplier and choose G/L A/c.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Reconciliation account Description Sort key Press enter Choose G/L A/c. R 001 or F8 to get payment transactions tab page R/O/ C R User Action and Values Comments 30.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. a vendor or F8 twice to go to withholding tax tab page 30.0 Page 102 of 314 . Press enter Payment R Enter C for Cheque.9. T for methods for ECS.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.

if applicable in addition to the W2 Tax code may vary based on TDS % deducted from the vendors.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.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.9. 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. Choose Z2 or Z4 for WCT Tax.0 Page 103 of 314 .

30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1.0 Page 104 of 314 .2 Vendor Master Change Overview Trigger: In case company decides to do any changes to the particular vendor.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. his master record should be changed.9.

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 .2. Access transaction by: SAP Menu > Accounting > Financial Accounting > Accounts Payable > Master Records > Change FK02 Via Menus Via Transaction Code On screen “Change Vendor”.1.9.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.0 Page 105 of 314 . for example change in Bank details. Procedural Steps 1. Furnishing Exemption details for the Income Tax etc . 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

9. As created Company code Company code R MCGM Press enter or F8 to go to the desired tab page.0 Page 106 of 314 .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 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

1. balance if any is posted as bad debt or miscellaneous income and request shall be sent in prescribed format with reasons.9. Procedural Steps 1. 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. Access transaction by: SAP Menu > Accounting > Financial Accounting > Accounts Payable > Master Records > Block/unblock FK05 Via Menus Via Transaction Code 30.MCGM 1. request should be sent to master maintenance department to set deletion indicator. Conformation as to vendor master is blocked is sent to requisitioner after blocking. Flag for deletion o In case of it is decided to set delete flag on vendor master either all areas or selected segment.3 Vendor Master Blocking Overview END USER DOCUMENTATION FINANCE & CONTROLLING 1 Trigger: In case company deciding not to do any transaction with particular vendor.3. 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.0 Page 107 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. o Same process shall be followed for unblocking vendor master.

9.MCGM 1. enter information in the fields as specified in the table below: Field Name Description R/O/C User Action and Values Vendor. END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Vendor Block/Unblock”. 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 30.3.2.0 Page 108 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

0 Page 109 of 314 . To unblock the Vendor repeat the same procedure and enter information in the fields as specified in the table below: Field Name Description R/O/C User Action and Values Vendor.3.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Press Save else press CTRL + S Message will appear – changes have been made 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 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

1. Access transaction by: SAP Menu > Accounting > Financial Accounting > Accounts Payable > Document entry > Invoice FB60 Via Menus Via Transaction Code 30. For this invoice document will be entered in FI module and payment will be made against invoice amount.1 Invoice Creation through FI Overview Trigger: Administrative expense invoices. Refunds will be booked for payment on due date.0 FI Invoice Booking END USER DOCUMENTATION FINANCE & CONTROLLING 1 2. Procedural Steps 2. utility bills.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. o Payment will be made against invoice document entered in system. for arranging payment instrument (cheque / ECS). o Once invoice is approved for payment.MCGM 2. 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. file will be moved to payment dept.0 Page 110 of 314 .1.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. On screen “Enter Vendor Invoice”.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 2.1. enter information in the fields as specified in the table below: 30.0 Page 111 of 314 .3.9.

0 Page 112 of 314 . Press payment tab to go to the payment information tab page Payment Method R Enter “C” for Cheque or “T” for ECS Payment Block R Select “B” . Blocked for payment 30.9. Fund R Enter appropriate Fund. 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.MCGM Field Name Header Vendor. 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. Functional Area R Enter appropriate Functional Area. Commitment Item R Enter the same G/L account Number entered earlier.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Comments / Select suitable G/L from drop down menu list. Current date Suitable amount Enter MCGM in both fields.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Press enter Description R/O/C User Action and Values or F8 to get accounting information tab page Comments Simulate the document If OK then save the document 2.2 Invoice Creation (For purchases through MM module) 30.9.0 Page 113 of 314 .

2.Then a Purchase order is created with reference to the contract. 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. o Once invoice is approved for payment.9. Reference: G/R Document No.1.0 Page 114 of 314 . Invoice verification is done in FI module. On screen “Enter incoming Invoice”. for arranging payment instrument (cheque / ECS).2. but at the same time FI entries will be done at the background. Procedural Steps 2. All these steps are performed in MM module.MCGM Overview Trigger: END USER DOCUMENTATION FINANCE & CONTROLLING 1 It starts with the contract being entered into with supplier . file will be moved to payment dept. Access transaction by: Logistics > Materials Management > Logistic Invoice Verification > Document entry > Enter invoice MIRO Via Menus Via Transaction Code 2.2. 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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. enter information in the fields as specified in the table below: 30. After goods receipts. o Payment will be made against invoice document entered in system. Reference: PO No. Goods receipt/Service entry sheet is done when we receive the goods.

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

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

END USER DOCUMENTATION

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

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

D/C Amount Business Area Funds Center Fund Functional Area

R R R R R R

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

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 116 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 117 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

Simulate the document If OK then save the document

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

Procedural Steps 3.1.1. Access transaction by:

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 118 of 314

MCGM
Via Menus Via Transaction Code

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

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

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

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

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 119 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

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

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

Via Menus

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

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 120 of 314

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

END USER DOCUMENTATION

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

Message will appear – Document XXXXX has been posted.

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 121 of 314

0 Removal of Payment Block Via Menus Via Transaction Code SAP Menu > Accounting > Financial Accounting > Accounts Payable > Document > Change.9. On screen “Change Document”.1. FB02 4.1. enter information in the fields as specified in the table below: 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 4.0 Page 122 of 314 .

0 Page 123 of 314 .0 Payment to vendor 30.9.” 5. (2006) to change the displayed document. . Select the vendor Line Item and remove the payment block and press Message will appear “Changes have been made.MCGM Field Name Company Code Document Number Fiscal Year Press Description R/O/C R R R to go to the next screen.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. Enter the fiscal year.

1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. On screen “Automatic Payment Transactions”. 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. F110 5.0.0 Page 124 of 314 .9.MCGM Via Menus Via Transaction Code END USER DOCUMENTATION FINANCE & CONTROLLING 1 SAP Menu > Accounting > Financial Accounting > Accounts Payable > Periodic Processing > Payments.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Automatic Payment Transactions”. R R Enter the next date Enter the Vendor to whom payment to be made 30. enter information in the fields in the Parameters Tab as specified in the table below: Field Name Company Code Payment Method Description R/O/C R R User Action and Values Enter MCGM Suitable Payment Method Comments Either “C” for Cheque or “T” for ECS Next Payment Date Vendor Select Additional Log Tab.0 Page 125 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

R/O/C R R R R User Action and Values Select Select Select Enter the Vendor to whom payment to be made Comments 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Automatic Payment Transactions”.9.0 Page 126 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. enter information in the fields in the Additional Log Tab as specified in the table below: Field Name Description Due Date Check Payment Method selection in all cases Line items of the payment documents Vendor Select Print out/data medium Tab.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. If OK then save the parameters go to Status Tab.9. 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Automatic Payment Transactions”.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.

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

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

9. Select the checkbox “Start immediately” and press to go to next screen.0 Page 130 of 314 . 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Press to schedule the payment run.

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

9. 6. which has to be submitted to bank for ECS. system will generate the ECS file .0 Page 132 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Press to schedule the print job.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Trigger: 30.0 Creation and Submission of ECS File Overview Once the payment run has been carried out.

The softcopy generated will be stored on the user’s desktop and will be sending to bank.0. 6.0 Page 133 of 314 .1Access transaction by: Via Menus Via Transaction Code ZF001 On screen “ECS Payment – MCGM “enter information in the fields as shown below: 30.9.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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

0 Page 134 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.

0 Page 135 of 314 . of file extensions Structure of file extension Output medium Filler for digits in words Press to go to next screen.9. 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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 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.

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

30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.0 Page 137 of 314 . Press twice.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Click the “type” field to check the print out.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. Give the address to save the soft file of ECS.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 A window will pop up. The file have to be sent to bank for the ECS.0 Page 138 of 314 . 30.

” 30.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Message will appear “XXXX bytes transferred.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 139 of 314 .

0 Withholding Tax Accounting Overview TDS (Withholding tax) has to be deducted at the time of invoice verification or payment whichever is earlier. And in case of invoice verification.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. VCC Cards etc. In case of down payment to vendor. In case entry does not pertain to withholding tax code.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.9. withholding tax has to be deducted at the time of releasing payment. 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. This is possible if required withholding tax code is assigned to vendor master.1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 7. remove tax code which is automatically assigned by system. Vendor master setting for enabling vendor account calculate withholding tax. 7. tax has to be deducted and accounted at the time of invoice entry.0 Page 140 of 314 .

0 Page 141 of 314 .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.

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.9. etc Enable CO Comments Press save to save the changes. etc W1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Wtax country Wth. 30.0 Page 142 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.t.

1) Creation of Remittance Challans.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM 7.1 TDS Certificate Processing END USER DOCUMENTATION FINANCE & CONTROLLING 1 TDS processing is handled through a separate menu.9. Enter J1ILN to go to the SAP Easy Access: India Localization menu.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. 7.0 Page 143 of 314 .1.

Select the suitable section from the drop down.0 Page 144 of 314 . Enter the vendor codes Enter “CO” Enter the date Enter the date Enter the G/l A/c. For example 194C. 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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.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.9. 194D etc.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Press button to go to next screen.0 Page 145 of 314 . 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

” Update Bank Challan Number 7.0 Page 146 of 314 .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. Message will appear ‘Document XXXXXXXX has been posted. 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 .9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1.

Enter the Bank Challan number.9.0 Page 147 of 314 . Enter the date Enter “ SBI01” Press “F8” to update Challan. Message will appear “Challans were updated. This field is updated automatically.” Vendor Certificate printing (For Income Tax) 30. This field is updated automatically.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 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.

MCGM 7.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 148 of 314 .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: 30.9.1.

Version: 1.9.0 Page 149 of 314 Prepared by: Sanjeev & Nathan SISL Consulting Team .194D Enter the date range Enter the Bank Challan date. 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. 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.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.

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: 30.9.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Vendor Certificate printing (For Works Contract Tax) 7.

9. 30. Enter the designation Enter the place of printing ” MUMBAI” Comments Press “F8” to go to next screen. 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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 151 of 314 .

Business Process Procedure Overview Advance payment to the vendor: Request for advance entered in the Vendor.9.1.0 Page 152 of 314 . After Posting the document and after receiving sanction memo payment released by AO (Cash) to the vendor.1. 8.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. sometimes advance is given to vendors/contractors for supply of material.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Give the printer name and press to print the certificate.0 Advance to Vendors Overview Trigger: In case of material procurement from government organizations/ PSU. Procedural Steps 8. Access transaction by: 30.

2.9.MCGM Via Menus Via Transaction Code END USER DOCUMENTATION FINANCE & CONTROLLING 1 Accounting > Financial Accounting > Accounts Payable > Document entry > Down payments > Request F-47 8.0 Page 153 of 314 .1. On screen “Down payment request”. Target Spl. GL R e.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 User Action and Values Document date R today’s date Vendor R Suitable required Vendor no.g. 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. (For Automatic Payment “F110” please refer 1.3 Payment to FI vendor 30.4.Once the request is posted to Vendor. for automatic payment transaction and make the down payment.9.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: .0 Page 154 of 314 . Go to F110.

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

quantity during contract period plus 6 months after contract period. BG is returned to vendor.MCGM 9.9. This covers some percentage of contract value in form of bank guarantee.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. Records are maintained in form of manual register to record receipt and return of security deposit Procedural Steps 9.1. 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. This is given to cover contractual obligation as to quality. Once the contract period is over or unsuccessful bidder or expiry of BG period.0 Page 156 of 314 .1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Access transaction by: Accounting > Financial Accounting > Accounts Payable > Document Entry > Other > Noted Items F-57 Via Menus Via Transaction Code 30.

3.) Via Menus 30. Document reversal (When the guarantee is to be written off or expired it has to be reversed.2006 Created on Accounting > Financial Accounting > Accounts Payable > Document > Reverse > Individual Reversal Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 9.1. END USER DOCUMENTATION FINANCE & CONTROLLING 1 On screen “Vendor Noted Item”.9.0 Page 157 of 314 . 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.MCGM 9.2. 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. if OK press or Document > Post Message .1.Document XXXXX posted.

Document XXXXX reversed.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 30. 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.0 Page 158 of 314 .

1. 2. Procedural Steps For accepting security deposit in check/ DD along with the Invoice and various recoveries. not in cash) Trigger: 1. transaction F-02 will be used. In case of cheque receipt.0 Page 159 of 314 . 10.1. security deposit is returned to vendor.9.1.2. enter information in the fields as specified in the table below: 30. In case of contractual failure by contractor. Receipt of security deposit 2.MCGM 10. Final repayment of deposit (only in check. Refund of deposit 3.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > General Ledger > Posting > General Posting F-02 10. Following processes are covered in this manual – 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. Once the contract period is over or unsuccessful bidder. security deposit is forfeited. On screen “Vendor Noted Item”.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.

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

Go to F110.9. 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. 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. for automatic payment transaction and make the repayment.3 Payment to FI vendor) Step 3 – Forfeiture of Security Deposit 30. 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 1.4.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 161 of 314 . 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.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.

On screen “Vendor Noted Item”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1.3.1.0 Page 162 of 314 . enter information in the fields as specified in the table below: 30.9.MCGM For forfeiting security deposit 10. Access transaction by: Via Menus Via Transaction Code END USER DOCUMENTATION FINANCE & CONTROLLING 1 Accounting > Financial Accounting > General Ledger > Posting > General Posting F-02 10.4.

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 . Enter “H” Enter amount Enter Business Area Enter the due date on which the Security deposit is refundable Enter Fund Enter Fund Center R/O/C R R R R R R R R For Security Deposit Enter the due date on which the Security deposit is refundable R Posting Key Enter 50 R G/L Account Enter the G/L A/c.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

0 Credit Memo posting Trigger: You want to raise credit memo on vendor (debit vendor account) for invoice reduction. Write back vendor balance (not payable) at year end Miscellaneous debit adjustment to vendor invoice after invoice verification other than taxes.0 Page 164 of 314 . Excess invoice verification to be reduced 2.1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 11.9. Procedural Steps 11.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. penalty for breach of PO term etc Business Process Procedure Overview Due to following reasons credit memo can be raised on vendor – 1. Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > Accounts Payable > Document entry > Credit memo FB65 30.1. Penalty on vendor for non fulfillment of PO terms 3.

1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. R Amount R G/L Account Enter G.L.9.A/C R Amount Business Area R Cost Center R Press Withholding Tax Tab to go to next page 30. Enter the Amount Enter the Business Area Enter the Cost Center Document Date The date of credit memo.0 Page 165 of 314 . On screen “Credit Memo”. enter information in the fields as specified in the table below: Field Name Vendor.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.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 11.

0 Page 166 of 314 .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.9. post document.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.>Document>post or save document 30.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 12.0 Refund Procedure Overview Trigger: In case wrong assessments or wrong meter readings. Deposit. MCGM have to refund the Octroi.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 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.0 Page 167 of 314 . A liability for refund will be created (Invoice booking) and the refund will be given. Property Tax. 30.9. Business Process Procedure Overview A one time vendor will be created in the system. or deposits etc.

Access transaction by: Via Menus Via Transaction Code END USER DOCUMENTATION FINANCE & CONTROLLING 1 SAP Menu > Accounting > Financial Accounting > Accounts Payable > Document entry > Invoice FB60 12.1.1.0 Page 168 of 314 .1. Procedural Steps 12.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1. or refund.MCGM B) Enter the invoice for the amount of deposit received. On screen “Enter Vendor Invoice”. enter information in the fields as specified in the table below: 30.9.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Header Vendor. Invoice date Amount Enter GL account Amount Business Area Funds Center Fund Functional Area Press Description R/O/C R R R R R R R R R User Action and Values Select One Time Vendor (eg. 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Enter appropriate Functional Area. Enter amount else enter * Enter Business Area Enter appropriate Fund Center.0 Page 169 of 314 . Enter appropriate Fund. Paper_ Dep) from drop down menu list. Comments to go to the address and Bank Data information tab page and enter the following details. Current date Suitable amount Select suitable G/L from drop down menu list.

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. Payment Method R Enter “C” for Cheque or “T” for ECS Payment Block R Select “B” .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.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.0 Page 170 of 314 .

Page No. page no.4 Payment to vendor) and follow the steps as stated therein.30 (4.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.0 Page 171 of 314 . 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.0 Removal of Payment Block) D) Make the payment by automatic payment run as stated earlier (Ref. 32 (2.

Business Process Procedure Overview Due to various reasons Cheque register is used. Cheque cancellation etc.9.0 Check Management 13. 3. 2.1 Check Register Trigger: You want to maintain Cheque register. Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > Accounts Payable > Environment > Check Information > Display > Check Register FCHN 30.0 Page 172 of 314 . List of all Voided Checks Procedural Steps 13.1. Complete List of Cheque for Company.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 13. Payment Summary for a Payment Run. new Cheque lots creation in the system.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 4. List of Outstanding Checks. 1.1.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2. enter information in the fields as specified in the table below: 30.0 Page 173 of 314 . On screen “Check Register”.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 13.1.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Description Paying Company Code House Bank Account ID Press to go to the next screen.9. R/O/C R R R User Action and Values Enter MCGM Enter SBI01 Enter SBI1 Comments 30.0 Page 174 of 314 .

9.2 Cancellation of Check Trigger: You cancel (void) cheques that are accidentally damaged or stolen or rendered unusable for any other reason.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Business Process Procedure Overview 30.0 Page 175 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 13.

END USER DOCUMENTATION FINANCE & CONTROLLING 1 Procedural Steps 13. On screen “Void Checks not used”. enter information in the fields as specified in the table below: 30. 1.2.1.0 Page 176 of 314 .2. Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > Accounts Payable > Environment > Check Information > Void > Unused Checks FCH3 13.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. 2. Cheque is damaged. Cheque is torned.MCGM Due to various reasons Cheque is cancelled.2.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 177 of 314 .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. E. Message will appear “Check xxxx have been voided” 30. Comments Press to go to the next screen. 04 for ripped during printing. Select suitable void reason code from drop down list.

The print program uses this number range to link the check with the payment. you must define check lots (number ranges) that correspond to the actual check lots (in the printer.0 Page 178 of 314 .3 Maintaining Check Lots Trigger: Checks supplied by a bank or a printing shop are usually divided into lots. Procedural Steps 13. since they may be written (issued) or printed at various different locations. In the SAP System. a check number range represents a batch (lot) of numbered checks. the safe. In the Financial Accounting.1.2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. or your employees' desks).MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 13.9. Access transaction by: Via Menus Via Transaction Code FCHI 30.

2.2.9.0 Page 179 of 314 . On screen “Checks Lots”.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 13. enter information in the fields as specified in the table below: 30.2006 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.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Description Paying Company Code House Bank Account ID Press to go to the next screen.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 180 of 314 .

0 Page 181 of 314 . 30.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Press (create) to go to the next screen.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Press to go to the next screen. Enter the date of entering the check lot.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.0 Page 182 of 314 .

Procedural Steps 30.9.4 Renumbering Checks Trigger: It may be necessary to renumber the checks maintained in the system.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM Press to create the new check lot. This is why the numbers of the used checks do not correspond with the numbers that were determined in the print run. more trial printouts were used than was anticipated.0 Page 183 of 314 . Business Process Procedure Overview During adjustment of the checks. END USER DOCUMENTATION FINANCE & CONTROLLING 1 13.

1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.4.4.9.0 Page 184 of 314 . On screen “Renumber Checks”. enter information in the fields as specified in the table below: 30. Access transaction by: Via Menus Via Transaction Code END USER DOCUMENTATION FINANCE & CONTROLLING 1 Accounting > Financial Accounting > Accounts Payable > Environment > Check Information > Change > Renumber FCH4 13.2.MCGM 13.

g.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.0 Page 185 of 314 .9. 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. E. Enter the first new check number . Select suitable void reason code from drop down list. 04 for ripped during printing. Comments 30.

END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.MCGM Message will appear “Renumbered from xxxx to xxxx”.0 Page 186 of 314 .

1.2.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. enter information in the fields as specified in the table below: 30.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 1.0 Customer Master 1.9. On screen “Create Customer”.0 Page 187 of 314 .1 Create Customer Master Overview Trigger: The Enterprise needs to analyze Customer (Sub-ledger) Accounts related information centrally.1 Access Create Customer transaction by: Accounting > Financial Accounting > Accounts Receivable > Master Records > Create FD01 Via Menus Via Transaction Code 1.

0 Page 188 of 314 .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.9.3 On screen “Create Customer”. enter information in the fields as specified in the table below: 30. “R” = Required.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. in column “R/O/C”. 1. “O” = Optional. “C” = Conditional) Click on the ENTER button.

9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 189 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

Box Search Term Department .2 Change Customer Master Overview Trigger: 30.MCGM Field Name Initial screen Account Group Customer Company Code Description Customer Account Group < Blank > MCGM R/O/C R R R R R R O R R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Comments Selection of Group from drop down menu System gives number internally MCGM Press Enter Name of Company Name of Company Short title for search Optional field Postal Code General Data Segment Title Title Name Name Search Term Address including Country P. 1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Pin code Company code data segment Reconciliation G/L Account account Message will appear – Customer Number XXX has been created in Company Code MCGM.0 Page 190 of 314 .9.

Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > Accounts Receivable > Master Records > Change FD02 1.2. 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. On screen ‘Change Customer Master: Initial screen” enter the information in the fields specified in the table below: 30.2. 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 1.9.0 Page 191 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2. o Name and Address – Change in official address or communication.1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 The Enterprise needs to change certain information of Customer (Sub-ledger) Accounts related information. Customer master information may be required to change due to following circumstances.

0 Page 192 of 314 .2. enter the information in the fields as specified in the table below: 30.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. “C” = Conditional) Click Enter Button 1. “O” = Optional. On screen ‘Change Customer: Basic screen’.9.3.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. “R” = Required. in column “R/O/C”.

9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 193 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

Message will appear – Customer Number XXX has been changed in Company Code MCGM. 30. “C” = Conditional) Click the button to save the changes.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM Field Name Basic Data Tab Title Name Search Term Address including Country P. “R” = Required.0 Page 194 of 314 .9.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 . “O” = Optional. (Note: On above table. in column “R/O/C”.

9. Business Process Procedure Overview Customer master is required to be blocked for – END USER DOCUMENTATION FINANCE & CONTROLLING 1 In case of defaulted customers or discontinued customer.1.0 Page 195 of 314 . Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > Accounts Receivable > Master Records > Block/unblock FD05 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.MCGM 2.1. it will be necessary to block customer master in SAP so that no further documents can be entered in SAP for respective customer.1 Customer Master Blocking Overview Trigger: Request for blocking particular customer related transaction.2 Initial screen “Customer block/unblock”. Procedural Steps 2.0 Blocking/Unblocking 2.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. in column “R/O/C”. “R” = Required.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.9.0 Page 196 of 314 . “O” = Optional. “C” = Conditional) Click on the ENTER button. 30.

9.1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 2.0 Page 197 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.3 Details Accounting Screen “Customer Block/Unblock”. enter information in the fields as specified in the table below: 30.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. button.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. Message will appear – “The changes have been saved “at the bottom after pressing the 30.0 Page 198 of 314 .

goods will be issued to the customer. On screen “Enter Customer Invoice”. Based on sales order and DD forwarded by customer to Accounts Officer. enter information in the fields as specified in the table below: 30. For this invoice document will be entered in FI module and receipts will be entered against invoice amount.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 3.2.0 Sales accounting 3. Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > Accounts Receivable > Document entry > invoice FB70 3. Sales tax and Tax Collected at Source (TCS) is recoverable on scrap sales.1.1. Business Process Procedure Overview Sales order is issued by MSTC (outside agency) for scrap stock sold to outside customer. Based on the receipt generated in SAP.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Procedural Steps 3.1 Scrap sales accounting Overview Trigger: Revenue will be booked in accounting by way of sales.0 Page 199 of 314 . Invoice and collection will be entered in SAP system.9.

0 Page 200 of 314 .9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

1.2 Collection Accounting Procedural Steps 3. If document is correct.2.2006 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.0 Page 201 of 314 . Access transaction by: 30.9. post the same 3.

MCGM Via Menus Via Transaction Code END USER DOCUMENTATION FINANCE & CONTROLLING 1 Accounting > Financial Accounting > Accounts Receivable > Document entry > Incoming payment F-28 3. 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: 1.9.0 Page 202 of 314 .

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

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

2 On screen “Create Asset: Initial Screen”.9.1 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. Comments 30. Computer) or capitalize from a Project.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1 Access Create Asset Master Records transaction by: Accounting Financial Accounting Create Asset AS01 Fixed Assets Asset Via Menus Via Transaction Code 1. MCGM Put 1 .1. Motor Car.0 Page 205 of 314 . a fixed asset master is required to be created. 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. Number of Number of similar assets R similar assets that you want the system to create. Description User Action and Values Select a proper Asset Class based on kind of asset.0 Asset Master 1. Procedural Steps 1.1. 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.MCGM ASSET ACCOUNTING 1. Click Enter Button.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1.9. 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.0 Page 206 of 314 . On screen “Create Asset: Master data”. Comments 30.3.

get automatically posted based on cost Center selected. Select the proper Fund Center code from the drop down menu. 1.1.0 Page 207 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.4 Enter information on the second tab page (Time-dependant) in the fields as specified in the below table: Field Name Cost Center Description R/O/ C The Cost Center where the R asset belongs User Action and Values Comments Fund Center The fund center where R budget for that particular asset is allotted Select the proper Cost The Business Center code from the drop Area field will down menu. 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Go to next tab page “Time dependant” by clicking the button at top.9.

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

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

button at top thrice.

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 208 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

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

Field Name Useful life

Description

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

User Action and Values Give a suitable value.

Comments

Click the

button to save the data.

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

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 209 of 314

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

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

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

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

Via Menus Via Transaction Code

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

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 210 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

Click Enter

Button.

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 211 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

Do the changes and Save

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 212 of 314

MCGM

END USER DOCUMENTATION

FINANCE & CONTROLLING 1

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

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

Via Menus Via Transaction Code

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

Click Enter

Button.

30.9.2006 Created on

Prepared by: Sanjeev & Nathan SISL Consulting Team

Version: 1.0 Page 213 of 314

9. 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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Normally it’s Zero.4. as well as values already posted.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1. If required O Description User Action and Values MCGM 0 Comments .1 Access Asset Explorer Records transaction by: Accounting Financial Accounting Asset Explorer AW01N Fixed Assets Asset Via Menus Via Transaction Code 1.2 On screen “Asset Explorer”. Planned values are displayed. BUSINESS PROCESS PROCEDURE OVERVIEW This function shows all the values of a fixed asset. in various forms and summarization levels. including APC values and depreciation. Procedural Steps 1.4 Asset Explorer Trigger: There is a business need to use this function to display and analyze asset values.0 Page 214 of 314 . 30.4.

30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On clicking the Tab Planned Value – it gives the overall values of the Asset.0 Page 215 of 314 . Down Payments etc.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Ordinary Depreciation.9.

30. Depreciation posted for that year.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On clicking the Tab Posted Values will display the value of the Acquisition. Down payment.0 Page 216 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

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.

9. 30. Remaining Life.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 218 of 314 . Depreciation Start Date etc.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 On clicking the Tab Parameters will display the Useful Life.

0 Asset Acquisition Trigger: Business needs to acquire an Asset. 2.9. 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. Procedural Steps 2. but with reference to a purchase order. 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.2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1. On screen “Acquisition from purchase with vendor”. Give date Acquisition.1 Access External Asset Acquisition transaction by: Accounting Financial Accounting Acquisition external Acquisition F-90 Fixed Assets with Vendor Posting Via Menus Via Transaction Code 2. In Asset Accounting (FI-AA) in integration with Accounts Payable (Vendor).1.0 Page 219 of 314 .1 External Acquisition An external asset acquisition is a business transaction resulting from the acquisition of an asset from a business partner. 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.MCGM 2.

0 Page 220 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

9.0 Page 221 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

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

You split up an asset or move part of an asset (transfer from asset to asset). On screen “Enter Asset Transaction: Transfer within Company code (tab page “Transaction data”.0 Page 223 of 314 . 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. SAP differentiates between two types of transfer. you transfer a fixed asset. you have to transfer the asset to a new master record.1 Access Transfer Asset transaction by: Accounting Transfer ABUMN Financial Accounting Fixed Assets Transfer within company code Posting Via Menus Via Transaction Code 3.1. Intracompany transfer may be necessary for one of the following reasons: • • • An asset was created in the wrong asset class.1.2. if the asset was created in the wrong asset class. Inter-company asset transfer: a sending asset or component of an asset is transferred to a target asset that is assigned to a different company code.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. intra-company and inter. to a different asset master record.0 Asset Transfer Trigger: There is a requirement to transfer an asset.1 Asset Transfer within Company Using asset transfer within Company. Since you cannot change the asset class in the asset master data.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. The target asset has to be in the same company code as the sending asset. or an asset component. You settle an asset under construction and transfer it to a finished asset.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 3. BUSINESS PROCESS PROCEDURE OVERVIEW In Asset Accounting. for example. Procedural Steps 3.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 224 of 314 .9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

“R” = Required. Text Text field O Existing asset The asset to which the R radio button existing asset will get transferred. Description User Action and Values Give asset code which is getting transferred Give date of asset transfer.1. “O” = Optional.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Give date of asset transfer. in column “R/O/C”.9. Comments Give suitable text Give asset code created in the steps mentioned above in this manual.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. enter information in the fields as specified in the table below: 30.0 Page 225 of 314 . (Note: On above table. Give date of asset transfer. “C” = Conditional) Go to tab page “Partial Transfer” 3.3 On screen “Enter Asset Transaction: Transfer within Company code” (tab page “Partial transfer”).

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Percentage rate Description R/O/ C The percentage of existing R asset to be transferred. radio asset which is getting button. Page 226 of 314 From current This implies the original R year acq. transferred pertains to the existing fiscal year. Other wise. User Action and Values 100 Comments In case of partial transfer. 30.0 . the required percentage (less than 100) can be put.9.2006 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. Click the radio button. the other radio button “Prior year acquis” is to be clicked.

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. 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. 30. The accounting entries shown above will get posted.9.0 Page 227 of 314 .

On screen “Asset retirement from Sale with Customer”.1.0 Asset Retirement Trigger: One or more assets are to be scrapped and subsequently sold.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1.1 Asset Retirement with Revenue Procedural Steps 4.0 Page 228 of 314 . destruction/damage of asset or for any other reason can be either sold or scrapped. enter information in the fields as specified in the table below: 30. An Asset or Scrap is sold with Revenue to a customer. 4. END USER DOCUMENTATION FINANCE & CONTROLLING 1 BUSINESS PROCESS PROCEDURE OVERVIEW A fixed asset which has become unusable due to either technological obsolescence.MCGM 4.9.1 Access Asset retirement with Revenue transaction by: Accounting Financial Accounting Fixed Assets Posting Retirement Retirement with revenue with customer F-92 Via Menus Via Transaction Code 4. This process deals with sale of Assets after the same has been approved. The details for that asset will be available in Asset History Sheet.2.

9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 229 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 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. Give date Acquisition.9.0 Page 230 of 314 .

2 On screen “Depreciation posting run”. If depreciation run is not done in any month the financial statements (trial balance) will not disclose a true and correct view.1 Depreciation Run Trigger: Normal Month end and Year end activity BUSINESS PROCESS PROCEDURE OVERVIEW Processing of Planned and Unplanned Depreciation. rather than on an individual basis. 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).1.0 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.0 Page 231 of 314 . That is depreciation run can only be executed for a period if it is complete for the previous period. Till the run is in test status. enter information in the fields as described in the table 30. no General Ledger posting is done. Procedural Steps 5.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 5.1. As described below. The normal Month end processing are • Depreciation Run • Report Printing The Year end processing are • Fiscal Year change • Depreciation Run • Report Printing 5.1 Access Depreciation posting run by: Accounting Processing AFAB Financial Accounting Fixed Assets Depreciation run Execute Periodic Via Menus Via Transaction Code 5.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. Depreciation posting is to be done on the last day of every month. such errors are to be removed and the run again executed. Only if the test run is successful execute the run by removing test run. • Always pick test run first. if there are any errors. Following points must be remembered while undertaking a depreciation run:• Depreciation run has to be executed period wise in chronological order.

9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 232 of 314 .

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

0 Page 234 of 314 .go to transaction AFBP (Log of Posting Run) . Give the following details:- 30. then to know the error .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 If any errors are shown in transaction.

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. Description User Action and Values MCGM The fiscal year (2006) Put the correct posting period Comments .9. “O” = Optional. “R” = Required. in column “R/O/C”. The posting period must be same as that used in transaction AFAB (Note: On above table. “C” = Conditional) 30.0 Page 235 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

You can have a maximum of two fiscal years open for posting at one time Procedural Steps 5. The earliest that you can carry out a fiscal year change is in the last month of the old fiscal year. After test run is completed without error.9. Based on the error massage.2. rectify the problems and again execute Depreciation posting run for the same period in “test run” mode. you must have already closed fiscal year YYYY .1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Repeat the same exercise. • The fiscal year change can only be carried out (even in test mode) for the new fiscal year. Before you can change to fiscal year YYYY. At the fiscal year change.0 Page 236 of 314 . till the test run is executed without any error. execute depreciation posting by removing the “test run”.2 Fiscal Year Change Trigger: Normal Month end and Year end activity BUSINESS PROCESS PROCEDURE OVERVIEW • From the point of view of the system.1 Access Fiscal Year Change by: Accounting Processing AJRW Financial Accounting Fiscal Year Change Fixed Assets Periodic Via Menus Via Transaction Code 30. a fiscal year change is the opening of a new fiscal year for a company code. • You can choose any point in the new fiscal year for carrying out the fiscal year change. 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. the asset values from the previous fiscal year are carried forward cumulatively into the new fiscal year.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Click the Execute button at top and note the error messages that appear.

1.2 On screen “Asset Fiscal Year Change”.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 5.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. enter information in the fields as described in the table Click Execute .9.0 Page 237 of 314 . 30.

0 Page 238 of 314 . 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Click Yes to continue.

Remove the tick and run for Real update. Always run Test run mode to make sure no errors. The New fiscal year is open for Asset Posting.0 Page 239 of 314 .9. 30.2006 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 .

location.3. when you call them up.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.3. You can make different initial selections such as.1. 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.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 5. asset class. Therefore. and so on. All of the reports in the standard report selection tree are pre-defined with report variants.2 On screen “Asset Balances”. cost center.9. This report selection tree is a freely definable hierarchical structure.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. the initial selection screen appears in a simplified form. by asset number. enter information in the fields as described in the table .0 Page 240 of 314 . 30. Procedural Steps 5.

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

List Print or Export.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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 30.0 Page 242 of 314 .9. Report Date List Assets The details required as of R Date O Put the desired date Click the Radio Button as preferred Click Execute to display the reports. The same report can be printed or export to Excel Sheet from the Menu Bar.

0 Page 243 of 314 30. The lowest possible unit where an expense can be captured have been defined as Cost Center –which are created with a combination of Cost category (operation/maintenance/general). Department and geographical location (HO/Zone/Ward) Procedural Steps 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.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 COST CENTER ACCOUNTING 1.1.0 Cost Center 1.2 On screen “Create Cost Center: Initial Screen”.1.9.2006 Created on . enter information in the fields as specified in the table below: Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1 Create Cost Center Overview Trigger: There is a business need to individually create a new cost center Business Process Procedure Overview A cost center is an organizational unit within a controlling area that represents a clearly delimited location where costs occur.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.0 Page 244 of 314 .9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

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.31/12/9999 (Note: On above table. The code is to be given following the coding convention.3. Button On screen “Create Cost Center: Basic Screen”.g.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 245 of 314 . From:. Comments This is in a pop up window prior to continuing with the next 2 items below. “O” = Optional. “R” = Required. 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.1. enter information in the fields as specified in the below table: 30.9. “C” = Conditional) Click Enter 1.01/04/2006 To:.

0 Page 246 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

in column “R/O/C”. “2” for Administration etc.9. 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 . 30. “R” = Required. “C” = Conditional) Save data by clicking button Message will appear – Cost Center has been created. “O” = Optional. Select the drop down arrow to select the proper Business area depending on Business unit for which the Cost center is being created. 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.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. Select the drop down arrow to select the proper hierarchy code which will be based on Business unit and service.

MCGM 1.9.2006 Created on .3.2.0 Page 248 of 314 30.2.2 Change Cost Center Overview Trigger: There is a business need to change an existing cost center. 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. Procedural Steps 1. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost center Accounting > Master data > Cost center > Individual processing >Change KS02 1.Department and geographical location (HO/Zone/Ward) Sometimes a need may arise to change certain fields in a Cost Center.4. 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).

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Cost Center Description R/O/C 10 Char.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 249 of 314 .3. enter the information in the fields as specified in the table below: 30.2. “O” = Optional. in column “R/O/C”. 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. On screen ‘Change Cost Center: Basic screen’.9. “R” = Required. “C” = Conditional) Click Enter Button 1.

0 Page 250 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.

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

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 2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost center Accounting > Master data > Cost center Group > Create KSH1 2.2. Further under one main 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. enter information in the fields as specified in the table below: 30.9.2 On screen “Create Cost center group: Initial Screen”.0 Page 252 of 314 . These Cost Center Groups contain only those Cost Centers which are relevant for a particular report.1. As many Cost Center Groups as required can be created. Procedural Steps 2.MCGM 2.1 Create Cost Center Group Overview Trigger: The Enterprise needs to establish a Cost Center Group.1.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 253 of 314 .9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

in column “R/O/C”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM Field Name Description R/O/C Cost center The name of a node in R group hierarchically structured groups.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. “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.9. “R” = Required. “O” = Optional.

3 On screen “Create Cost center group: Structure”.1. The new Cost Center main Cost Center Group and click the Group may be named as per requirement. Save the data by clicking the button and then by pressing the button.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 2.9. Take the cursor to the button with narration “Lower Level”. 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. button. Message will appear – “The changes have been saved “at the bottom after pressing the 30.0 Page 255 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

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.1Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost center Accounting > Master data > Cost center Group > Change KSH2 2.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 2. enter information in the fields as specified in the table below: 30. Procedural Steps 2.2.2 Change Cost Center Group Overview Trigger: The Enterprise needs to establish a Cost Center Group.0 Page 256 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Business Process Procedure Overview Alternative cost center hierarchies created in the system are commonly called "cost center groups" – which will be used mainly for reporting purposes.2 On screen “Change Cost center group: Initial Screen”.2. . Further under one main Cost Center Group.9. The Cost Center Groups may have to be changed based on need/necessities. As many Cost Center Groups as required can be created.

“O” = Optional. “R” = Required.3 On screen “Change Cost center group: Structure”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Description Cost center A hierarchy node group R/O/C R User Action and Values Comments Enter the code of the Cost Center Group that you wish to change (Note: On above table. “C” = Conditional) Click Enter Button Click one of the Cost Center Groups on which changes is to be made 1. in column “R/O/C” .9. add /delete Cost Centers as described below:- 30.0 Page 257 of 314 .

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 258 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.

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

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 3.9. it carries cost to the CO from FI/Other modules. On screen “Create Cost Element: Initial Screen”. that is.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 3. Primary Cost Elements are nothing but General ledger accounts for expense or revenue. Business Process Procedure Overview A Cost Element is “Cost Carrier”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1.1 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.1. that is Profit & loss Accounts.0 Cost Element 3. Procedural Steps 3. 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.2.1. enter information in the fields as specified in the table below: 30.0 Page 260 of 314 .

0 Page 261 of 314 .9.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

“R” = Required. enter information in the fields as specified in the below table: 30. On screen “Create Cost Element: Basic Screen”. From:.0 Page 262 of 314 . “C” = Conditional) Click Enter Button 3. “O” = Optional.01/04/2006 To:. in column “R/O/C”. This can only be created after the G/L A/c is created.MCGM Field Name Description R/O/ C R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Enter the controlling area. Set Controlling Controlling area area Cost Element New Organizational Unit to R be created as Cost Element Valid To/From Beginning and end dates for R the analysis period you are defining Give the same code as that of the General ledger Account (expense/revenue) created which has necessitated the creation of the primary cost element.31/12/9999 (Note: On above table. Comments This is in a pop up window prior to continuing with the next 2 items below.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.3.9.

0 Page 263 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

30. “O” = Optional.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.9. Same description as given for the General Ledger Account will appear by default. Select 11 if the Cost Element is created for Revenue related General Ledger Account. “R” = Required. in column “R/O/C”.0 Page 264 of 314 . “C” = Conditional) Save data by clicking button Message will appear – Cost Element has been created.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Comments Cost Element Cost Element category – R category This defines whether a Cost element belongs to expense/revenue (Note: On above table. Select 1 if the Cost Element is created for a Expense related General Ledger Account.

enter information in the fields as specified in the table below: 30. Unlike primary cost elements secondary cost elements has no link with any other module. 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 3.0 Page 265 of 314 .2. or a new activity /overhead allocation method has come which necessitates creation of a secondary Cost element.2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM 3.2 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. which carries cost from one Cost Object to another (like from one Cost Center to another) within the CO module itself. Procedural Steps 3.9.1. Business Process Procedure Overview A Secondary Cost Element is a “Cost Carrier”.2.

0 Page 266 of 314 .9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

in column “R/O/C”. On screen “Create Cost Element: Basic Screen”.3. Comments This is in a pop up window prior to continuing with the next 2 items below.31/12/9999 (Note: On above table. “R” = Required. “O” = Optional. “C” = Conditional) Click Enter Button 3.01/04/2006 To:.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. that is.2. The secondary cost element code should be given as per coding convention.MCGM Field Name Description R/O/ C R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Enter the controlling area. enter information in the fields as specified in the below table: 30. From:. whether for activity type/overhead rate allocation etc. 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.0 Page 267 of 314 .

0 Page 268 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

9. “R” = Required. the (Maximum 40 characters) name will not come automatically Select 43 if the Cost Element is for Internal Activity Allocation. “O” = Optional.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. “C” = Conditional) Save data by clicking button Message will appear – Cost Element has been created. in column “R/O/C”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. (Note: On above table.0 Page 269 of 314 . 30. the name will not come automatically Give suitable description like Unlike Cost Element to measure primary cost Project Labor Activity element.

1.3 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 . Primary cost elements are nothing but General Ledger accounts for expense/revenue. (Primary Cost Elements) or within CO module from one Cost object to another (Cost Center to Cost Center).MCGM 3.3. certain fields of a Cost element can be changed.9. If required. Procedural Steps 3. that is it carries cost either to the CO from FI/Other modules. Access Create Cost Center Master Records transaction by: Accounting > Controlling > Cost Element Accounting > Master Data > Cost Element > Individual Processing > Change KA02 Via Menus Via Transaction Code 3. Business Process Procedure Overview A Cost Element is “Cost Carrier”. enter information in the fields as specified in the table below: 30.2.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 270 of 314 . On screen “Change Cost Element: Initial Screen”. a new activity /overhead allocation method has come which necessitates creation of a secondary Cost element.3.In case of secondary cost element .

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 271 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.

enter information in the fields as specified in the below table: 30. (Primary or secondary) (Note: On above table. On screen “Change Cost Element: Basic Screen”.0 Page 272 of 314 .3.3. “C” = Conditional) Click Enter Button 3. “O” = Optional. in column “R/O/C”.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Comments This is in a pop up window prior to continuing with the next 2 items below. “R” = Required.9.MCGM Field Name Description R/O/ C R END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Enter the controlling area. 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.

9.0 Page 273 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

in column “R/O/C”. “O” = Optional.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 274 of 314 . “R” = Required. (Note: On above table.MCGM Field Name R/O/ C Name Cost Element Name R Description Cost Element description R Cost Element Cost Element category – R category This defines whether a Cost element belongs to expense/revenue Description END USER DOCUMENTATION FINANCE & CONTROLLING 1 User Action and Values Change the name Change description Comments This field should not be changed.9. 30. “C” = Conditional) Save data by clicking button Message will appear – Cost Element has been changed.

Any number of cost element groups can be created based on the reporting need. These groups will be used mainly for use in reporting Business Process Description Overview Organizational unit storing a group of cost elements.MCGM 4. Procedural Steps 4.1.1. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Element Accounting > Master Data > Cost Element Group > Create KAH1 > 30.0 Cost Element Group 4.9. Cost Element Groups can be created for both Primary and Secondary Cost Elements.1 Create Cost Element Group END USER DOCUMENTATION FINANCE & CONTROLLING 1 Overview Trigger: Request for a Cost Element Grouping. Cost elements with similar characteristics may be grouped together in cost element group.0 Page 275 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

9.1.0 Page 276 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 4.2 On screen “Create Cost Element Group: Initial Screen”. enter the specified information in the fields in the table below: 30.

“C” = Conditional) Click Enter Button Enter the description of the Cost Element Group like “Tax Revenue” (description can be a maximum of 40 characters) 4.2006 Created on . “R” = Required. Take the cursor to the main Cost Element Group and click the button with narration “Lower Level”. 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: 1.3. On screen “Create Cost Element Group: Structure” the following are to be entered • Create a sub Cost Element Group under the main Cost Element Group Primary Cost Element. (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 New Cost Give a suitable code.9.1. “O” = Optional. Coding Element Group can be either numeric or Name alphanumeric.0 Page 277 of 314 30. in column “R/O/C”.

9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. 30.0 Page 278 of 314 . Message will appear – “The changes have been saved at the bottom after pressing the button.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Save the data by clicking the button and then by pressing the button.

If required Cost Element Groups can be changed.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.2. enter the specified information in the fields in the table below: 30.2 Change Cost Element Group Overview Trigger: Request for a Cost Element Grouping.0 Page 279 of 314 .2. On screen “Change Cost Element Group: Initial Screen”.1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 4. Procedural Steps 4. These groups will be used mainly for use in reporting Business Process Description Overview Organizational unit storing a group of cost elements. Cost elements with similar characteristics may be grouped together in cost element group. Cost Element Groups can be created for both Primary and Secondary Cost Elements.1 Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Element Accounting > > Master Data > Cost Element Group > Change KAH2 4. Any number of cost element groups can be created based on the reporting need.9.

0 Page 280 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

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 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. “O” = Optional.2.9. (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. “C” = Conditional) Click Enter Button 4. in column “R/O/C”. “R” = Required.0 Page 281 of 314 .

30. Save the data by clicking the button and then by pressing the button.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.0 Page 282 of 314 .9. Insert any additional Cost element(s) which should have belonged to this group. The Cost elements wrongly entered can be removed by this. Message will appear – “The changes have been saved at the bottom after pressing the button. 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. Addition of a Cost Element to the Group Click the button with narration “Cost Element”.

2 On screen “Create Activity Type: Initial Screen”. Procedural Steps 5.0 Page 283 of 314 . process. Some of the expenses (like man hour worked in a particular project/for maintenance activity) may have to be booked using actual activities performed.1.1.1. cost center performed certain quantifiable work on a project. WBS element) to the one for which the activity has been performed (in this example WBS element).9.1 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. and so on) is drawing on the resources of the sender cost center. that is. that is. actual man hour worked. These expenses are booked using activity types which are cost tracers and together with secondary cost element carries cost within CO area from one Cost Center to another Cost center/WBS element where the sender Cost Center is the one which has performed the activity (like Admin.MCGM 5. Valuation of activity quantities is made with an allocation price calculated based on the managerial strategy chosen.0 Activity Type 5. enter information in the fields as specified in the table below: 30. Access transaction by: Via Menus Via Transaction Code Accounting->Controlling->Cost Center Accounting->Master Data->Activity Type->Individual Processing->Create KL01 5. Activity inputs from a sender cost center mean that a receiver (another cost center or an order.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

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 .9.

12.MCGM Field Name Activity Type Valid from Valid to Description R/O/ C 6 Char.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 285 of 314 .3 Create Activity Type: Basic Screen (Basic Tab) 30.04. “O” = Optional.1. “C” = Conditional) Click Enter Button 5. 01. in column “R/O/C”.9999 (Note: On above table. “R” = Required.2006 31. 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.

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

that is.2. Procedural Steps 5. Some of the expenses (like man hour worked in a particular project/for maintenance activity) may have to be booked using actual activities performed. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Center Accounting > Master Data > Activity Type > Individual Processing > Change KL02 5.2 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. After creation of an Activity type.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. On screen “Change Activity Type: Initial Screen”.2.1. Valuation of activity quantities is made with an allocation price calculated based on the managerial strategy chosen. WBS element) to the one for which the activity has been performed (in this example WBS element). 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.2.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 5. process. only certain fields for the same can be changed. and so on) is drawing on the resources of the sender cost center. Activity inputs from a sender cost center mean that a receiver (another cost center or an order. actual man hour worked. that is. enter information in the fields as specified in the table below: 30. cost center performed certain quantifiable work on a project.0 Page 287 of 314 .

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 288 of 314 .

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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. “O” = Optional. in column “R/O/C”.3.9.2.0 Page 289 of 314 . “R” = Required. “C” = Conditional) Click Enter Button 5. Change Activity Type: Basic Screen (Basic Tab) 30. Comments (Note: On above table.

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

MCGM 6.1 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. At the time of cost distribution.0 Statistical Key Figure 6. the SKF has to be assigned to the rule and expense will get distributed automatically.1. one cost distribution parameter is number of employees.9. enter information in the fields as specified in the table below: 30. Procedural Steps 6. then the same may be defined as an SKF and the numbers defined in the respective SKF.1. On screen “Create Statistical Key Figure: Initial Screen”.2.1.0 Page 291 of 314 . For example. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Center Accounting > Master Data > Statistical Key Figure > Individual Processing > Create KK01 6.2006 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 292 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.9.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Create Statistical Key figure: Master data 30. “R” = Required. in column “R/O/C”.9.1.3.0 Page 293 of 314 . “O” = Optional.MCGM Field Name R/O/ C Stat. “C” = Conditional) Click Enter Button 6. 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.

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

1.0 Page 295 of 314 . 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. Only after this planning is done.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. enter information in the fields as specified in the table below: 30.1.2 On screen “Change Activity Type/Price Planning: Initial Screen”. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Center Accounting > Planning > Activity Output/Prices> Change KP26 7. that is. then price for that activity has to be planned for per unit. Business Process Procedure Overview After creation of an activity type.MCGM 7. 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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Activity Price 7. per hour Labor Cost.1. Procedural Steps 7. Thus if an Activity type is created for Overhead distribution relating to Labor.9.

0 Page 296 of 314 .MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9.

0 Page 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. then Cost Centers having that Cost Center category can only be given.9. “C” = Conditional) Click overview Button 30. 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. “R” = Required. required Click radio button “Form based” (Note: On above table. in column “R/O/C”.MCGM Field Name Version From period To period Cost center R/O/ C The planning version. “O” = Optional.

0 Page 298 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.3 On screen “Change Activity Type/Price Planning: Overview Screen”. enter information in the fields as specified in the table below: 30.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 7.9.1.

30. The other populated fields in the screen shot will pick values automatically from the Activity type master.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. (Note: On above table.9. “C” = Conditional) Save data by clicking button Message will appear – Changed Data has been posted. in column “R/O/C”. “O” = Optional.0 Page 299 of 314 .

9.1 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. Procedural Steps 8. Business Process Procedure Overview After creation of a Statistical key figure. Only after this value is defined.0 Statistical Key Figure Value 8.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. can the respective SKF be used to distribute the cost from the sender Cost center to the receiver Cost Center. then value for that SKF has to be planned for that is number of employees.1. Thus if an SKF is created for cost distribution based on number of employees. enter information in the fields as specified in the table below: 30.1.0 Page 300 of 314 .2 On screen “Change Statistical Key Figure Planning: Initial Screen”. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Center Accounting > Planning > Statistical Key Figure > Change KP46 8.1. 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.

0 Page 301 of 314 .9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

in column “R/O/C”.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. “C” = Conditional) Click overview Button 30. 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. “O” = Optional.9.0 Page 302 of 314 . R The period from which the R Cost center/SKF combination is active The period up to which the R Cost center/SKF combination is active The sender Cost Center R Description User Action Values Put “0” Put 1 Put 12 END USER DOCUMENTATION FINANCE & CONTROLLING 1 and Comments Stat. “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.

30.3 On screen “Change Statistical Key Figure Planning: Overview Screen”.9. “C” = Conditional) Save data by clicking button Message will appear – Changed Data has been posted.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 1. “R” = Required. in column “R/O/C”. 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 . “O” = Optional.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

it is handier to change the Cost Center. For example. If an expense belongs to more than one Cost Center.belongs to yet another Cost Center. On screen “Enter Manual Repostings of Primary Costs”. Manual reposting can be done to both these Cost Centers for Rs 3000 and Rs 2000/. Access transaction by: Via Menus Via Transaction Code Accounting > Controlling > Cost Center Accounting > Actual Postings > Manual reposting of Costs> Enter KB11N 8. enter information in the fields as specified in the table below: 30.2. a part of which (say Rs 3000/-) belongs to another Cost Center and another Rs 2000/. the original Cost Center has a cost of Rs 10000/-.0 Page 304 of 314 . Business Process Procedure Overview Manual Reposting of Cost from one Cost Center to another. system will not throw any error message.whereas the original Cost Center will get credited by Rs 5000/. if the original cost center has a value of Rs 10000/.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 9. Sometimes there are possibilities that an expense has been booked to a wrong Cost Center but to a correct General ledger Account. Thus Cost distribution of elementary nature can also be done through Manual reposting of cost Procedural Steps 8. The following points are to be further remembered in this regards:• There is no sender check while reposting cost.1. That is. the same can be manually reposted to the correct Cost Centers.and reposting is done to another Cost Center for Rs 11000/-.1.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.1.9. Therefore it is imperative that one has to be extremely careful while manually reposting cost. Under those circumstances rather than reversing the FI document.and retain remaining balance amount of (Rs 10000-Rs 5000) Rs 5000/-.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.

9.0 Page 305 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 30.

Give the Cost Center code from which the amount is to be reposted.0 Page 306 of 314 . 30.MCGM Field Name Doc date Pstg date Period Doc Text Scrn variant CCtr(old) Cost Elem. “R” = Required. 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. 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.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. Select 01SAP Cost Center. 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. in column “R/O/C”. Note the document number (This document number will be a controlling document number). “O” = Optional.9. more than one. Put suitable text (Note: On above table.

9.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: 30.0 Page 307 of 314 .

2. Admin Expenses etc. as these are common expenses.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. Procedural Steps 10.1. On screen “Change Actual Assessment Cycle”. At the end of a period such costs have to be booked on Vehicle as per the predefined ratio given by MCGM. incurred for a Garage are directly booked to Cost Center.1. Wages.0 Page 308 of 314 .1 Access transaction by: Via Menus Via Transaction Code Controlling > Cost Center Accounting > Period End Closing > Current Settings > Define Assessment S_ALR_87005742 10. Business Process Procedure Overview Indirect costs such as Utility Bills.9. Salary.1 Creation of Assessment Cycle (Rule) 10.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. enter information in the fields as specified in the table below: 30.

30.0 Page 309 of 314 .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. User Action and Values Give cycle name Give current date Comments Press to go to next screen.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Text Press Description The short text R/O/ C R User Action and Values Enter the short name Comments to go to next screen .0 Page 310 of 314 .2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.9. 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 30.0 Page 311 of 314 .9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.

2 Executing Assessment Cycle (Rule) 10. Access transaction by: 30.1.MCGM END USER DOCUMENTATION FINANCE & CONTROLLING 1 Field Name Cost Center Cost Element Order Press Description The Sender Cost Center The sender cost element Enter the receiver order to create the cycle.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 312 of 314 .9. Comments 10. R/O/ C R R R User Action and Values Enter the suitable cost center Enter the suitable cost element Enter the suitable order.2.

2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1. On screen “Execute Actual Assessment”.2. Check the result and if result is ok ten remove the tick from the check box.9. 30.Test run and press “F8 “to execute the cycle.2.MCGM Via Menus Via Transaction Code END USER DOCUMENTATION FINANCE & CONTROLLING 1 Accounting >Controlling > Cost Center Accounting > Period End Closing > Single Functions > Allocations > Assessment KSU5 10.0 Page 313 of 314 R/O/ C R R R User Action and Values Comments . 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.

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

Sign up to vote on this title
UsefulNot useful