COUNTRY INDIA VERSION (CIN) - MATERIAL MANAGEMENT

Contents
1.1 1.2 1.3 2 EXCISE REGISTRATION ..................................................................................................... 3 EXCISE GROUP .................................................................................................................... 3 SERIES GROUP .................................................................................................................... 3

ESSENTIAL MASTER DATA FOR EXCISE.............................................................................. 4 2.1 2.2 2.3 2.4 2.5 Chapter Id ........................................................................................................................... 4 Material Chapter ID combination ...................................................................................... 4 Material Assessable value .................................................................................................. 5 CENVAT Determination....................................................................................................... 5 Vendor Excise details.......................................................................................................... 5

TAX CONDITION RECORDS ...................................................................................................... 6 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9 4.1 Cenvatable Excise Duties Conditions (%ge) .................................................................. 6 Cenvatable Excise Duties Conditions (Qty) .................................................................... 6 Non- Cenvatable Excise Duties Conditions(%ge).......................................................... 7 Non- Cenvatable Excise Duties Conditions(Qty) ........................................................... 7 VAT Conditions .................................................................................................................... 7 CST Conditions ................................................................................................................... 7 Service Tax Conditions: Non-Inventoried ....................................................................... 8 Service Tax Conditions: Inventoried ................................................................................ 8 Tax Conditions to be Maintained ...................................................................................... 8 Create the Purchase Order ................................................................................................. 9 Option I: Capture Excise Invoice @ Goods Receipt ............................................... 9 Option II: Capture Excise Invoice separately ........................................................ 10

4.2.1 4.2.2 4.3 4.4 5 6 9

To check the status of all the excise invoices captured ............................................ 11 Post Excise Invoice ........................................................................................................... 11

Procedure for Claiming CENVAT for Capital Goods .......................................................... 13 Procedure for Claiming Duties for Imported Goods .......................................................... 14 Procedure for Inventorizing Custom Duties Purchased for a Depot .............................. 18 10.1 10.2 Return Delivery (MvT : 122) ............................................................................................ 19 Cancellation of Material Documents ............................................................................ 20

10.3 10.4

Purchase Order Returns ................................................................................................. 22 CENVAT Adjustment Postings (J1IH Excise JV) .................................................... 22 Making Adjustment Postings for Scrap ................................................................ 22 Making Adjustment Postings for Materials Not Used in Production .............. 22 Making Adjustment Postings for Additional Excise Paid to Vendors ............ 23 Making Adjustment Postings for Money Transferred to PLA........................... 24 Canceling Excise Invoices ...................................................................................... 24 Making Adjustment Postings for Other Transactions ....................................... 25

10.4.1 10.4.2 10.4.3 10.4.4 10.4.5 10.4.6 11

Subcontract Challan ............................................................................................................... 27 Subcontract Process: Return Delivery To Vendor .................................................... 30 Subcontract Process: Cancellation of Goods Receipt ............................................. 31 Subcontracting over consumption or under consumption ..................................... 32 Challan completed 180 days reverse and recredit the challan ............................... 33

11.3 11.4 11.5 11.6 12

Frequently Asked Question .................................................................................................. 33

THE COUNTRY INDIA VERSION (CIN)

CIN facilitates handling of tax implications during the Purchase and Sales cycles. This country version is designed for use by businesses with operations in India as well as the generic SAP System functions. It comprises functions designed for laws and business practices particular to India, and a country template to help customize the system according to local requirements. Most of the country-specific functions for India relate to Financials and Logistics. The main areas are as follows:

Excise duty and the central value-added tax system (CENVAT) Withholding tax (also known as tax deducted at source) Sales tax Maintenance and printing of statutory excise registers

1.1

EXCISE REGISTRATION

Each entity is assigned its own excise registration number. Every factory that manufactures excisable goods is required to register separately.

1.2

EXCISE GROUP

This is a unit within an excise registration, in India, which keeps its own set of excise records. Whereas the excise registration reports to the excise authorities, the excise group is a purely internal organizational unit. Each excise group keeps records of all transactions that have to be reported to the excise authorities. When the time comes to present these records to the authorities, the excise registration compiles the information from all of its excise groups. Excise Group determines Excise Register number range All excise Reports (RT-12, PLA, RG23A Part I & II , RG23C Part I & II) will be generated based on this Excise Group.

1.3

SERIES GROUP
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Series Group determines number range for outgoing excise invoice / challan (e.g. 57AC challan etc.)

ESSENTIAL MASTER DATA FOR EXCISE

Transaction Code: J1ID Excise Master. Material Chapter Id Combination. Material Assessable Value. CENVAT Determination Vendor Excise Details.

2.1

Chapter Id

Select Chapter Id Go to New Entries and Enter Chapter Id and Description.

2.2

Material Chapter ID combination

Select material chapter ID combination box and then press icon. Select Material & Chapter Id Enter material, plant and chapter ID combination in the respective tabs. Go to New Entries and Enter the details If the material can be sent outside for subcontracting purpose then put a tick in the check box In the material type tab select appropriate material type. If it is a input material then select the tab Raw material

If it is capital item then select Assets. If it is a in-house produced material then select RG1. Select GR --X ref to specify whether credit is allowed only for single goods receipt or multiple goods receipt with single credit or multiple goods receipt with multiple credits. In the declared column enter X if the material is declared to excise Also enter the date of declaration.

2.3

Material Assessable value

In this section we enter the assessable value of material which is used for the purpose to determine how much excise can be credited to CENVAT account when creating a subcontracting challan and vendor returns. Enter the combination plant, material number, valid from, currency, Assessable value. Select Material Assessable Value Go to New Entries and Enter the details

2.4

CENVAT Determination

In this section enter the input and output relationship of the material with combination of plant, default indicator for Modvat. Companies are required to file with the Excise authorities, a list containing the excisable finished products manufactured and the excisable input materials required for such production, to avail Modvat. It is possible that an input material may be used in the production of more than one finished product. However, if such a material is mainly used for the manufacture of a particular finished product then the input material is identified to be the default material. The default indicator is marked for such material. Select Cenvat Determination Go to New Entries and Enter the details

2.5

Vendor Excise details

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In this section the vendor excise details are maintained. The vendor number, his excise registration details, ECC no, Excise Range, Excise Division, Excise Commissionerate, CST no, LST no, Permanent account number, Excise indicator for vendor, SSI status (if he is a SSI vendor), Type of vendor and CENVAT (This is applicable for SSI vendor only who has participated in the CENVAT scheme). Select Vendor Excise Details Go to New Entries and Enter the details NOTE : If the Vendor details are not maintained, then at the time of Vendor Excise Invoice Capturing, the system will ask for the Vendor Excise Details, which needs to be provided in the Miscellaneous Tab of Excise sub Icon.

TAX CONDITION RECORDS

Tax Conditions to be used:

3.1

Cenvatable Excise Duties Conditions (%ge)

Condition Type Description Setoff Condition Type Setoff Condition Desc JMOP IN: BED setoff % JMX1 IN: A/P BED setoff JECS IN ECS inventory % JEX1 IN: A/P ECS setoff JSEC IN S&HECS invtry % JHX1 IN: A/P S&HEC setoff JAOP IN: AED setoff % JAX1 IN: A/P AED setoff

3.2

Cenvatable Excise Duties Conditions (Qty)

Condition Type Description Setoff Condition Type Setoff Condition Desc JMOQ IN: BED setoff Qty JMX1 IN: A/P BED setoff JEOQ IN: ECS setoff Qty JEX1 IN: A/P ECS setoff JSHO IN S&HECS setoff Qty JHX1 IN: A/P S&HEC setoff JAOQ IN: AED setoff Qty JAX1 IN: A/P AED setoff

3.3

Non- Cenvatable Excise Duties Conditions (%ge)

Condition Type Description Setoff Condition Type Setoff Condition Desc JMIP IN: BED inventory % JMX2 N: A/P BED inventor IN: A/P ECS inventry JECO IN A/P ECes setoff % JEX2 JSEO IN A/P S&H setoff % JHX2 IN: A/P S&HEC invtry IN: A/P AED inventor JAIP IN AED inventory % JAX2

3.4

Non- Cenvatable Excise Duties Conditions (Qty)

Description Setoff Condition Type IN: BED inventory Qt JMX2 IN ECS inventory Qty JEX2 IN S&HECS invent JHX2 Qty IN AED inventory Qty JAX2 Setoff Condition Desc N: A/P BED inventor IN: A/P ECS inventry IN: A/P S&HEC invtry IN: A/P AED inventor

Condition Type JMIQ JECQ JSHQ JAIQ

3.5

VAT Conditions
Description A/P VAT RM Deductible A/P VAT CG Deductible Non Deductable Condition Type JVRN JVCN Description A/P VAT RM Non Deduc. A/P VAT CG Non Deduc.

Deductable Condition Type JVRD JVCD

3.6

CST Conditions

Condition Type Description JVCS A/P CST Non Deductible.

3.7

Service Tax Conditions: Non-Inventoried

Condition Type Description JSRT A/P SERVICE TAX JEC3 A/P ECS for ST JES3 A/P SECess for ST

3.8

Service Tax Conditions: Inventoried

Condition Type Description JSRI A/P SERVICE TAX_INV JEC4 A/P ECS for ST_INV JES4 A/P SECS for ST_INV

3.9

Tax Conditions to be maintained

Transaction Code: FV11 Specify the Condition Type & select Key Combination As per the Key combination ( Plant/Vendor / Material), maintain the Values & Save For E.Duty, the key combination will be as shown below. Select one combination and maintain values For VAT, the key combination will be as shown below. Select one combination and maintain values For service Tax, the key combination will be only tax classification

Procedure for Claiming CENVAT for Raw Materials

Inputs Material, chapter Id, Assessable Value Plant / Material / Vendor / Tax Classification Vendor / Material / Qty / Plant / Price / Tax Code PO No. / Qty / Excise Inv # / Ex. Invoice Dt
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Step Description Maintain Excise Rate 1 Maintenance details 2 3 4 Maintain Tax Conditions Create Purchase Order Goods Receipt (Capture Excise Invoice)

T.Code Role Purchaser / Buyer / J1ID Excise Personnel FV11 Purchaser / Buyer

ME21N Purchaser / Buyer MIGO Stores

5 6 7 8 9

List of Excise Invoice, where it is captured but not Excise Group Posted Change Excise Invoice ( if Vendor Ex. Inv / Date Required) Post Excise Invoice Vendor Ex. Inv / Date Excise Group / Start Dt / Updating of Registers End Dt Excise Group / Start Dt / Print of Registers End Dt

J1I7

Excise Personnel

J1IEX Excise Personnel J1IEX Excise Personnel J2I5 ZJ2I6 Excise Personnel Excise Personnel

4.1

Create the Purchase Order

Purchase Order is created, with Tax code @ line item Invoice Tab. By selecting the Tax code, in the Purchase Order, the duty amount is calculated in the Tax Procedure, as per the Tax Conditions maintained. The main inputs to create Purchase Order would be Vendor / Material / Quantity / Plant / Requestor / Price / Tax code / Delivery Date.

4.2 4.2.1

Goods Receipt Option I: Capture Excise Invoice @ Goods Receipt

The transaction code is MIGO for goods receipt. If the item is cenvatable and all the excise master data are already updated, the excise tab will come automatically (after making the item OK). Enter the PO Number, Vendors Delivery Challan Number. Press Enter at this point of time system will copy all the relevant information from PO. Enter received Quantity in the Quantity Tab quantity in Unit of Entry Field. Enter receiving storage location in Where Tab. If some text needs to be added regarding goods receipt for the line item, then enter the text in the Text Field. Once these are entered, Check the line item as Ok, and Enter, and a Excise Invoice tab will appear in the Header screen. The following options are available in Excise Tab (1) Only capture excise invoice : It will capture the excise details & post Part I only

(2) Capture & Post Excise Invoice: This will update Part1 and Part 2. (2) Only refer excise invoice : It will not capture excise invoice, no part I posting

(3) Only Part 1 (4) No Excise Entry

: This will update the Part 1 only : There will be no excise entry

Select Only Capture Excise Invoiceon this tab and check the Excise group. Check the excise details related to the line item received material in Excise Tab in Detail Data Screen as shown below:

The Goods Receiver can change the following at the time of GR (1) Chapter ID (2) Excise invoice quantity (3) Base Value / Excise Rates / Amount (4) Description of the material as per Excise Invoice Automatically system will recalculate the excise duty based on this excise Base value and excise rate. Once all the data is captured correctly, check Check button in tool bar. Press Post button to save the Goods receipt, system will generate the Goods receipt Document. System will automatically update the Part I register as soon as the GR is made.

4.2.2

Option II: Capture Excise Invoice separately

Transaction code J1IEX_C Capture the Vendors Excise Invoice Select Capture Excise Invoice and Purchase Order in windows above the Header if the Excise Invoice is being captured prior to Goods Receipt.

Select Capture Excise Invoice and Goods Receipt in windows above the Header if the Excise Invoice is being captured after Goods Receipt. Press Enter, following screen will appear
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The following can be changed at the time of Capturing (1) Chapter ID (2) Excise invoice quantity (3) Base Value (4) Excise Rates / Amount. The Goods Receiver will make one GR for each excise invoice. The Supplier can later on submit a separate Commercial invoice for all the supplies & excise Invoices. Invoice verification will be based on Purchase Order against which several line items will appear based on GR document number. At the end of the day, the Goods receiver will generate a list of cases where items are cenvatable & excise invoices are `Captured. This report will show the internally generated excise serial numbers. The goods receiver will send this report attaching all the cenvat documents received during the day.

4.3

To check the status of all the excise invoices captured

Transaction code J1I7 Selection criteria can be mainly Excise Group. select further the following (1) No posting done (2) Part I & Part II posted (3) Part 1 posted, part II not posted.

4.4

Post Excise Invoice

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At the end of the day, the Excise Personnel will receive a list from Stores attaching all the cenvat documents during the day. Then based on this list, he will enter transaction code J1IEX / J1IEX_P Select `POST if no change is required.

`POST CENVAT System will post the cenvat amount in RG23 Part II based on material type (inputs / Capital Goods).

However if excise details are changed go to the Change mode... can change the following: 1. Chapter Id 2. Description of material 3. Invoice No. 4. Document date 5. Ship from (under miscellaneous tab) 6. Base price 7. Excise duty (both higher side as well as lower side, then that present) System will show the RG23 Part 1 serial no., GR no. PO number. Can change the excise vendor also.

12

Procedure for Claiming CENVAT for Capital Goods

Step Description 1 Maintain Excise Rate Maintenance details Maintain Tax Conditions Create Purchase Order Goods Receipt (Capture Excise Invoice) List of Excise Invoice, where it is captured but not Posted Change Excise Invoice ( if Required) Post Excise Invoice Capital Goods Transfer of Credit ( post 50% credit) Updating of Registers Print of Registers

2 3 4

Inputs Material, chapter Id, Assessable Value, declare material as Asset / Consumable Plant / Material / Vendor / Tax Classification Vendor / Material / Qty / Plant / Price / Tax Code

T.Code J1ID

Role Purchaser / Buyer / Excise Personnel Purchaser / Buyer Purchaser / Buyer Stores Excise Personnel Excise Personnel Excise Personnel Excise Personnel

FV11 ME21N

PO No. / Qty / Excise Inv # / MIGO Ex. Invoice Dt. Excise Group Vendor Ex. Inv / Date Vendor Ex. Inv / Date Company code / Excise Grp. / Plant / Excise Group / Start Dt. / End Dt. Excise Group / Start Dt./ End Dt. J1I7 J1IEX J1IEX J2I8 J2I5

5 6 7 8 9 10

Excise Personnel Excise ZJ2I6RG23C Personnel

Businesses are allowed to set off excise duty on purchases of capital goods against excise duty on outputs. However, unlike with raw materials, can only set off half of the duty in the first year, and the rest in any year after that. Prerequisites: In the material master (J1ID), have classified the capital goods as such. Features: When post an excise invoice that contains capital goods, the system posts half of the excise duty to CENVAT account and post the rest to a G/L account for CENVAT on hold. In following years, can use a report to identify the capital goods with excise duty on hold and transfer the duty to the CENVAT account (see Transfer of CENVAT Credit on Capital Goods).
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Steps: When working with excise invoices that include capital goods, note the following: Capturing vendor excise invoices

When create an excise invoice with capital goods, have to set the material type to A (assets), C (consumables), or T (tools). Posting excise invoices

When to post the excise invoice, the system posts only half of the excise duty to the CENVAT account. Transfer of CENVAT Credit on Capital Goods (Transaction code: J2I8) * *Use this report to display a list of the vendor excise invoices where the vendor has levied excise duty but have not posted it (in full) to CENVAT account. This is particularly useful in the case of capital goods, in order to find out how much credit remains from previous years. Output The system displays a list of excise invoices with excise duty outstanding. It shows : The total amounts of the various types of excise duties levied on the excise invoice How much duty has still to be posted to the CENVAT account

Select the excise invoices that want and choose Transfer credit. If want to transfer only a portion of the remaining amount, enter this amount as the amount to be credited. The system creates an accounting document to post the duty to the CENVAT account and creates an entry in the Part II register.

can select all or select items and then press `Transfer Credit

Procedure for Claiming Duties for Imported Goods

Inputs T.Code Material, chapter Id, J1ID
14

Step Description 1 Maintain Excise Rate

Role Purchaser /

Maintenance details

Assessable Value

Buyer / Excise Personnel ME21N Purchaser / Buyer

5 6 7 8 9 10

Vendor / Material / Create Purchase Order Qty / Plant / Price / Zero Tax Code(VI) Custom duty Conditions: JCDB - IN Basic Customs JCV1 - IN CVD Foreign Vend. Amend Purchase Order with JECV - IN ECSthe Customs Duties CVD: For Vend conditions (for domestic J1CV- IN HECScustom vendor) CVD: For Vend. JEDB- IN ECS on Cust. Duty JSDB - IN SH ECS on BCD JADC - IN Ad Duty Cus:For V PO / Vendor code : Post Invoice for Custom Planned Delivery Vendor and Foreign Vendor. Costs PO No. / Qty / Goods Receipt (Capture Excise Inv # / Ex. Excise Invoice) Invoice Dt. List of Excise Invoice, where Excise Group it is captured but not Posted Change Excise Invoice ( if Vendor Ex. Inv / Required) Date Vendor Ex. Inv / Post Excise Invoice Date Excise Group / Start Updating of Registers Dt. / End Dt. Excise Group / Start Print of Registers Dt. / End Dt.

ME22N

Purchaser / Buyer

MIRO

Accounts

MIGO J1I7

Stores

Excise Personnel Excise J1IEX Personnel Excise J1IEX Personnel Excise J2I5 Personnel ZJ2I6 / Excise ZJ2I6RG23C Personnel

7 Procedure for Claiming CENVAT for Raw Materials without Material ID

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Step Description Maintain Excise Rate 1 Maintenance details the Chapter Id. Maintain Tax 2 Conditions Create Purchase 3 Order 4 Goods Receipt (Capture Excise Invoice)

Inputs

T.Code Role Purchaser / Chapter Id J1ID Buyer / Excise Personnel Maintain tax conditions for Purchaser / FV11 Plant/Material Group combination. Buyer Vendor / Material / Qty / Plant / Purchaser / ME21N Price / Tax Code Buyer PO No. / Qty / Excise Inv # / Ex. Invoice Dt. Also in the line item of MIGO Stores Excise Tab, specify the Chapter Id & Matrl. Type. J1I7 J1IEX Excise Personnel

5 6 7 8 9

List of Excise Invoice, where it is captured Excise Group but not Posted Change Excise Vendor Ex. Inv / Date Invoice ( if Required) Post Excise Invoice Vendor Ex. Inv / Date

Updating of Registers Excise Group / Start Dt. / End Dt. Print of Registers Excise Group / Start Dt. / End Dt.

Excise Personnel Excise J1IEX Personnel Excise J2I5 Personnel Excise ZJ2I6 Personnel

8 Claiming Custom Duties Purchased from Dealer (who has imported the Matrl.)

Use : The materials are procured from a domestic vendor who imports the material. This domestic Vendor passes on the CVD and SAD duties, which have to be captured as BED and AED. Step Description 1 Inputs T.Code J1ID Role Purchaser / Buyer / Excise Personnel Purchaser / Buyer / Excise Personnel

Maintain Excise Rate Material, chapter Id, Maintenance details Assessable Value

Maintain Tax conditions

Maintain tax conditions with BED / AED conditions as 0%, as this is going to be FV11 replaced by CVD and SAD values from the pricing
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Create Purchase Order Maintain CVD and SAD values in the NOTE pricing procedure PO Condition Tab. Post Invoice for 3 Custom Vendor and Foreign Vendor. Goods Receipt 4 (Capture Excise Invoice) List of Excise Invoice, where it is 5 captured but not Posted Change Excise 6 Invoice ( if Required) 3 7 8 9

procedure. Vendor / Material / Qty / ME21N Plant / Price / Tax Code PO Line Item Condition tab specifies CVD Amt for the ME21N condn type JEXC and SAD for condn type ZADC. PO / Vendor code : Planned MIRO Delivery Costs PO No. / Qty / Excise Inv # / MIGO Ex. Invoice Dt.

Purchaser / Buyer Purchaser / Buyer

Accounts

Stores

Excise Group

J1I7

Excise Personnel

Excise Personnel Excise Post Excise Invoice Vendor Ex. Inv / Date J1IEX Personnel Updating of Excise Group / Start Dt./ End Excise J1I5 Registers Dt. Personnel Excise Group / Start Dt. / ZJ2I6 / Excise Print of Registers End Dt. ZJ2I6RG23C Personnel Vendor Ex. Inv / Date J1IEX

17

9 Procedure for Inventorying Custom Duties Purchased for a Depot

Use: The materials are procured for a depot, where, the Custom Duties get inventoried, captured in transaction J1IG and then the same duties are picked in sales invoice for passing on to Customer. Process: Step Description 1 Maintain Excise Rate Maintenance details Maintain Zero Tax conditions Inputs Material, chapter Id, Assessable Value Maintain Zero Tax conditions T.Code Role Purchaser / J1ID Buyer / Excise Personnel Purchaser / FV11 Buyer / Excise Personnel ME21N Purchaser / Buyer

Vendor / Material / Qty / 3 Create Purchase Order Plant / Price / Zero Tax Code The following Condition types needs to be selected for inventorying the Custom Duties: JCDB - IN Basic Customs JCV3- IN CVD Inventory Maintain all the Custom Duties JECI- IN ECSin PO Line item condition CVD:Inventory NOTE tab For External Vendors and J1CI- IN HECS-CVD: also Inter Company purchases Inventory JEDB- IN ECS on Custs.Duty JSDB- IN SH ECS on BCD JADI- IN Ad Duty Cus:Inven Goods Receipt (Do not 4 PO No. / Qty capture Excise Invoice) Material Doc # (GR), Capture Excise Invoice for 5 Excise Group, Excise Inv Depot # / Dt.

ME21N

Purchaser / Buyer

MIGO Stores J1IG Excise Personnel

10

Procedure for CENVAT Reversals

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Cenvat reversals due to: 1. 2. 3. 4. Return delivery. Cancellation of Material Document. Purchase Order Returns. CENVAT Adjustments.

10.1

Return Delivery (mvt type: 122)

Inputs GR Material Doc No. / Qty / Reason for mvt. Typ. T.Code Role MIGO Stores Excise Personnel Excise Personnel

Step Description Goods Receipt (Return 1 Delivery / Material Document) 2 3 Create Excise Invoice Print Excise Invoice

Ref Doc Type: MATD / Rej Mat Doc No. / Series Grp. / Excise J1IS Grp Ex Inv # / Year J1IV

On rejection of material (Return Delivery: using 122 movement type), the user will use the transaction J1IS to generate an outgoing Excise Invoice which will reverse the cenvat credit. Steps involved: (a) Enter MIGO (b) Select Return Delivery & Material Document (c) Enter the Original material document no. (GR No.) (d) Enter reason for movement (e) Check & Post. System will generate a document number. For Excise Invoice creation ( to send back the material) (a) Transaction Code: J1IS (b) Reference Doc. Type MATD (c) Document No. is the rejected GR No. (d) Enter Document year, Series Group and Excise Group.

19

(g) Sub transaction type will be blank. Then press h) System will display cenvat amount, chapter ID, quantity etc. If everything is OK (i) Please remember, if the RG23 part II is not posted for this GR, system will not fetch automatically the Value and excise duty. (j) Save. System will generate an Excise Invoice Number. Note down this number. (k) Enter J1IV (Print excise invoice). Note: for those material without Material ID, a dummy material ID needs to be created and assigned during Excise Invoice Creation in J1IS. The Description of the Material can then be changed to the original material description that is being sent out.

10.2

Cancellation of Material Documents

Purpose: Assume having posted a goods receipt and then posted the CENVAT on the excise invoice accordingly. Then it transpires there is a problem with the goods and the goods receipt has to be reversed. Under excise laws are no longer entitled to the CENVAT credit. In the SAP System, therefore, have to reverse CENVAT posting correspondingly. Process Flow: Step Description Cancellation / Material 1 Document 2 3 Post Excise Invoice Cancel Excise Invoice (if required) Inputs GR Material Doc No. / Qty / mvt type: 102 Vendor Excise Invoice Vendor Excise Invoice T.Code Role MIGO Stores J1IEX Excise Personnel Excise J1IEX Personnel

1. Reverse the goods receipt: 1. 2. 3. 4. 5. Go to Transaction Code - MIGO and select: Cancellation and Material Document Enter the number of the goods receipt that is to be cancelled Choose the line item and Flag the line items as OK Save the reversal document The system:

Creates a reversal document to cancel the goods receipt.

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Creates additional entries in Part I of the appropriate excise register to reverse the original entries. Changes the excise invoice document status to In process.

2. Reverse the CENVAT posting on the excise invoice: 1. 2. 3. 4. 5. 6. Go to Transaction Code - J1IEX. Select : Post CENVAT and Vendor Excise Invoice Enter the Vendors Excise Invoice Number. Choose Simulate. A dialog box appears, showing which postings the system will make to reverse the CENVAT. 6. Choose Post CENVAT.

- The System : Creates an accounting document to reverse the CENVAT postings Creates a corresponding entry in Part II of the appropriate excise register

3. If plant does not allow multiple goods receipts per excise invoice, must also cancel the excise invoice: The system changes the excise invoice status to Canceled. If, however, do allow multiple goods receipts per excise invoice, do not have to cancel it. can leave the excise invoice as it stands. Then, if another delivery of goods is received for this excise invoice, enter the excise invoice number when goods receipt is posted . 1. 2. 3. 4. Go to Transaction Code - J1IEX. Select : CANCEL and Vendor Excise Invoice Enter Vendor Excise Invoice. Save the Excise Invoice.

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10.3

Purchase Order Returns

Process Flow : Step Description 1 2 3 4 5 Inputs Doc Type: ZRTN / Vendor / Create Purchase Order Material / Qty / Plant / Price / with Returns Indicator. Tax Code Create Outbound Delivery Purchase Order #, Select the w.r.t Purchase Order proper variant. Do PGI with proper Reason for Post goods Issues MvT Create Excise Invoice Print Excise Invoice Goods Issue Mat Doc # Excise Invoice #, Output Type : JREC T.Code Role ME21N Purchaser / Buyer

VL10B Stores VL02N Stores J1IS J1IV Excise Personnel Excise Personnel

10.4

CENVAT Adjustment Postings (J1IH Excise JV)

Use: - use these functions to make an adjustment posting to any of CENVAT accounts.

10.4.1

Making Adjustment Postings for Scrap

Use: - follow this procedure if scrapped a material and want to reverse the excise duty debited to CENVAT account.

10.4.2 Making Adjustment Postings for Materials Not Used in Production

Use: - follow this procedure if have not used a material in the production process and want to reverse the excise duty debited to CENVAT account. Procedure: 1. J1IH - Excise JV / Create / Matl write-off. 2. Enter data as required, including: Document number (This Document is of Movement Type 551 i.e. GI for Scrap)

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 CENVAT account selection group box. Specify which account is affected by the adjustment posting is for. If the posting does not have to be remitted immediately, select Fortnightly payment. 3. Click on Enter button. The system displays the information from the material document. 4. Adjust the posting date as necessary. 5. Adjust the excise duty for each line item either: Manually or By assigning the line item to an excise invoice 6. Specify which G/L accounts are to be posted to. Here can change Debit A/c as per requirement. 7. Save the adjustment posting. System will post Excise JV Document, Accounting Document Part2 Serial No.

10.4.3 Making Adjustment Postings for Additional Excise Paid to Vendors

Use: - follow this procedure if a vendor has increased the amount of excise duty that it originally charged want to debit the difference to CENVAT account. Procedure: 1. J1IH / Excise JV / Additional excise. 2. Enter data as required. In the Document number field, enter then number of the document sent by the vendor. Click on Enter button. 3. Adjust the posting date as necessary and Enter Vendor Name. 4. Enter the amount of excise duty in either of the following ways: To enter line items for different materials and the excise duty accordingly, choose Details button and enter the line items in the table. Here Enter Material code, quantity as per excise invoice, reference document (i.e. GRN Document), batch no., BED and Ed Cess Amount to be posted. To enter the excise duty only, choose Header button and enter the excise duty in the totals fields at the foot of the screen. 5. If the duty qualifies as countervailing duty (CVD): a. Select CVD applicable. b. Enter the CVD amount in the BED amount field.

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6. Specify which G/L accounts are to be posted to and Save the adjustment posting. System will post Excise JV Document; Accounting Document with Part 2 Serial No.

10.4.4

Making Adjustment Postings for Money Transferred to PLA

Use: - follow this procedure to make an adjustment posting when transfer money to personal ledger account (PLA). Prerequisites: - have already transferred the money to PLA at the bank, using a TR6 challan, and have posted the corresponding accounting document. Procedure: 1. J1IH / Excise JV / TR6 challan. 2. Enter data as required, including the document number.Can enter either the challan number OR the number of the accounting document (This document is to be first created through T. Code FB50. In this Document Debit PLA on Hold A/c and Credit Bank A/c with the Amount to be transferred in PLA CENVAT Accounts) 3. Click on Enter button. If entered the accounting document number, the system displays the information from it. 4. Enter the amounts against the accounts that is required. 5. Save the adjustment posting. 6. System will post Excise JV Document; Accounting Document with Part2 Serial No.

10.4.5

Canceling Excise Invoices

Use: - follow this procedure in order to cancel an outgoing excise invoice. It reverses any excise duty accounted for. Procedure: 1. J1IH / Excise JV / Cancel exc. inv. 2. Enter the number, year, and series group of the excise invoice that is to be cancelled. A dialog box appears.Choose Yes. 3. Before posting the document check the Accounting document going to be generated. Here click on Determine G/L Accounts button. 4. Save the adjustment posting. System will post Excise JV Document; Accounting Document with Part2 Serial No.
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10.4.6

Making Adjustment Postings for Other Transactions

Use: - follow this procedure if want to make an adjustment posting that does not fall into any of the other categories of adjustment offered by this function. External document can be used as reference document. Procedure: 1. J1IH / Excise JV / Other adj. 2. Enter data as required, including: Document number Enter the number of the external document that is to reffered to. CENVAT account selection group box Specify which account is affected by the adjustment posting is for. If the posting does not have to be remitted immediately, select Fortnightly payment. 3. Click on Enter button. The system displays the information from the material document. 4. Adjust the posting date as necessary and enter Vendor code as per requirement. 5. Enter the amount of excise duty in either of the following ways: To enter line items for different materials and the excise duty accordingly, choose Details button and enter the line items in the table. Here fill details like Material Code, Quantity as per Excise Invoice, Batch No, Reference (i.e. GRN Document), BED and Ed Cess Amount manually. If want system to propose the BED and Ed Cess Amount, Click on Get Excise Invoice button and select the proper Excise Invoice from which the proportionate amount is to be copied. Select the Excise Invoice and click on Continue button. It will copy BED and Ed Cess and SECess amount as per the quantity mentioned here. It will be proposed in proportion of selected Excise Invoice quantity and value. To enter the excise duty only, choose Header button and enter the excise duty in the totals fields at the foot of the screen. 6. Specify which G/L accounts are to be posted to. 7. Save the adjustment posting. System will post Excise JV Document; Accounting Document with Part2 Serial No. TIPS to simplify Excise JV transactions: - (J1IH) 1. Assigning Excise Invoices to Line Items

Use: -make an adjustment posting; follow this procedure if want to specify the original excise invoice associated with a line item. Procedure: -

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1. Select the line item and choose Get excise invoice. The system displays a list of all the excise invoices that have to be posted for this vendor for this particular material. 2. Select the excise invoice and click on Enter button. The system: Enters the excise invoice document number in the Ref. doc. field (Reference document). Calculates how much of the excise duty from the excise invoice should be apportioned to the line item and enters it in the excise duty fields. Then overwrite these amounts, should also overwrite the reference document number with an explanatory text, since there is no point in maintaining the link to the reference document anymore. 2. Specifying Which CENVAT Accounts to Adjust

Use: - When make an adjustment posting, have to specify which CENVAT accounts are to be adjusted. Procedure: 1. Choose Determine G/L accounts. A dialog box appears that shows how much will be posted to which G/L accounts. The accounts that are displayed depend on the excise group and the CENVAT account that is entered on the selection screen. 2. Add another account, need to, and adjust the other postings so that the credits and debits match. 3. Enter a business area and cost center, if necessary. 4. To close the dialog box, click on Enter button. 3. Displaying CENVAT Account Balances To display the balances of CENVAT accounts, choose Balances. The system displays the balances only of the CENVAT accounts that are affected by G/L postings.

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11 11.1

Subcontract Challan Normal Subcontract Process

Step Description

3 4

6 7 8 9

Inputs T.Code Role Document type(NB) / Pur.org ./ Pur.group / Co.code / Material / Create Subcontract Purchase Qty. / Price / Plant / Requister / Purchaser ME21N Order Delivery date / Vendor no ./ / Buyer Tax code / Item catgory(L) / Components Create transfer Posting of materials sent out for subSelect the material, and do PGI ME2O Stores contracting with reference to or create Delivery. Subcontractor PO. Materail doc / Fiscal year / Excise Create Subcontracting challan J1IF01 Excise group / Series group Personnel Go to transaction of Challan Excise Print Subcontract Challan J1IF11 Change Take print and save. Personnel PO NO./Delivery Note/Posting date/Excise Invioce Tab -Refer MIGO Stores Post goods receipt (MIGO) subcontracting challan /storage location Excise Reconcile Subcontracting Material J1IFQ Personnel challan Document/Challan/Fiscal year Excise List of subcontracting challans List click on Anexure IV J1IFR Personnel Complete/Reverse/Recredit Excise Complete the challan J1IF13 Subcontracting challan Personnel Excise Display Subcontracting challan Display Subcontracting challan J1IF12 Personnel

Process: 1 Create Subcontract Purchase Order : Header Material SubComponent 2 Transfer Posting of Sub-components to Vendor: (ME2O) Select the Line Item and Create Delivery or Post Goods Issue
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3 Create Subcontract Challan w.r.t the Transferred Material Document: (J1IF01) 4 Print of Subcontract Challan (J1IF11)

5 Goods Receipt: (MIGO) Select Refer Subcontracting Challan, and in the sub-window, specify the correct Challan No If the Challan No specified is that of different Vendor, then the following below message is shown. If the Challan No specified is that of different PO, then the following below message is shown. 6 Post Goods Receipt. 7 Next Goods Receipt: (MIGO) If the Previous Material Document for the Challan is not reconcilled, system will issue a Warning Message. If the Previous GR document is not reconcilled with the challan, the system will trigger a message as shown below: 8 Challan Reconcillation: (J1IFQ) If the Challan No specified during GR, is wrong, then delete the challan Assignment, select the function here. Select this icon, to bring in the Qty from Material Doc, to Assigned Qty in Challan. Save the Challan. 9 Completion of Challan: (J1IF13) Save the Challan. 10 List of Subcontracting Challans.

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11.2 Subcontract Process where Scrap is received from Vendor

Step Description Inputs T.Code Role Document type(NB) / Pur.org ./ Pur.group / Co.code / Material / Qty. / Purchaser Price / Plant / Requister / ME21N / Buyer Delivery date / Vendor no ./ Tax code / Item catgory(L) / Components Select the material, and do ME2O PGI or create Delivery. Stores Excise Personnel Excise Personnel

Create Subcontract Purchase Order

Create transfer Posting of materials sent out for subcontracting with reference to Subcontractor PO. Create Subcontracting challan

3 4

6 7 8 9 10

Materail doc / Fiscal year / J1IF01 Excise group / Series group Go to transaction of Print Subcontract Challan Challan Change Take J1IF11 print and save. PO NO./Delivery Note/Posting date/Excise Post goods receipt (MIGO) Invioce Tab -Refer MIGO subcontracting challan /storage location Receive scrap material from Receipt of Scrap Material MB1B / Vendor. by MvT 542. MIGO Material Document (MvT Reconcile Subcontracting challan 101/542) / Challan / Fiscal J1IFQ year List of subcontracting challans Complete/Reverse/Recredit Subcontracting challan Display Subcontracting challan List click on Anexure IV Complete the challan Display Subcontracting challan Whatever the material received from Vendor as scrap, is to be scrapped with MvT 551 to a cost center.
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Stores

Stores Excise Personnel

J1IFR

Excise Personnel Excise J1IF13 Personnel Excise J1IF12 Personnel MB1A / Stores MIGO

11

Scrapping the Material

11.3

Subcontract Process: Return Delivery To Vendor

T.Code Role

Step Description

6 7

9 10 11

Inputs Document type(NB) / Pur.org ./ Pur.group / Co.code / Material / Qty. / Create Subcontract Purchase Order Price / Plant / Requister / Delivery date / Vendor no ./ Tax code / Item catgory(L) / Components Select the material, and Transfer Posting of sub-component do PGI or create material to Vendor. Delivery. Materail doc / Fiscal year Create Subcontracting challan / Excise group / Series group Go to transaction of Print Subcontract Challan Challan Change Take print and save. PO NO./Delivery Note/Posting date/Excise Post goods receipt (MIGO) Invioce Tab -Refer subcontracting challan /storage location Do the reconcilation of material Material document document /challan number/year If the recived material fails in quality 122 and 544 movement & need to send back to Vendor type /plant / material return delivery docuemt number / Create new subcontracting challans for this outgoing materials, as this Material documents material had come against old number / excise group/ challan, and that challan is already series group reconcilled. Complete/Reverse/Recredit First Complete the challan Subcontracting challan 101 and 543 movement Recive back the return delivery type/ challan number/ materialsent by vendor year Again Reconcile & complete the Material document/ return delivery challan. challan no./fiscal year
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ME21N

Purchaser / Buyer

ME2O Stores Excise Personnel Excise Personnel

J1IF01

J1IF11

MIGO Stores

J1IFQ

Excise Personnel

MIGO Stores

J1IF01

Excise Personnel Excise Personnel

J1IF13

MIGO Stores J1IFQ Excise personnel

11.4

Subcontract Process: Cancellation of Goods Receipt

T.Code Role Purchaser ME21N / Buyer ME2O Stores Excise Personnel Excise Personnel

Step Description 1 2

9 10 11 12

Inputs PO with sub Create Subcontract Purchase Order components. Create transfer Posting of materials Select the material, sent out for sub-contracting with and do PGI or create reference to Subcontractor PO. Delivery. Materail doc / Fiscal Create Subcontracting challan year / Excise group / Series group Go to transaction of Print Subcontract Challan Challan Change Take print and save. PO NO./Delivery Note/Posting date/Excise Invoice Post goods receipt (MIGO) Tab -Refer subcontracting challan /storage location Do the reconciliation of material Material document document /challan number/year Cancellation /material If the received material is not with good document/102 and 544 movement type quality & Goods Receipt needs to be /plant / material cancelled. document number / Create new subcontracting challans for this outgoing materials (as this is Material documents cancelled/rejected), as this material had number / excise come against old challan, and that group/ series group challan is already reconciled. Complete/Reverse/Recredit First Complete the challan Subcontracting challan Receive back the cancelled delivery 101 and 543 material sent by vendor against new movement type/ challan. challan number/ year Material document/ Reconcile the challan challan no./fiscal year Complete the cahllan Challan number/fiscal
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J1IF01

J1IF11

MIGO Stores

J1ifQ

Excise Personnel

MIGO Stores

J1IF01

Excise Personnel Excise Personnel

J1IF13

MIGO Stores Excise personnel J1if13 Excise J1IFQ

year

personal

11.5 Subcontracting over consumption or under consumption

Step Description Create Subcontract Purchase 1 Order Create transfer Posting of materials sent out for sub2 contracting with reference to Subcontractor PO. 3 Create Subcontracting challan Inputs T.Code Role Purchaser PO with sub components. ME21N / Buyer

Select the material, and do ME2O Stores PGI or create Delivery. Excise Personnel Excise Personnel

6 7 8 9 10 11 12 12 13

Material doc / Fiscal year / Excise group / Series group Go to transaction of Print Subcontract Challan Challan Change Take print and save. PO NO./Delivery Note/Posting date/Excise Post goods receipt (MIGO) Invoice Tab -Refer subcontracting challan /storage location Do the reconciliation of material Material document /challan document number/year If the material is over Subsequent adjustment / consumption do subsequent purchase order / 121and adjustment 543 movement type/ Qty Do the reconciliation with this Doc Material document/challan #. no. Complete/Reverse/Recredit First Complete the challan Subcontracting challan If the material is under 544 movement type will consumption do subsequent get triggered/purchase adjustment. order number Create new challan w.r.t the 544 Create new challan w.r.t MvT Document. the 544 MvT Document. Post goods receipt (MIGO) MIGO Goods Receipt Material document/ challan Reconcile the challan no./fiscal year Complete the challan

J1IF01

J1IF11

MIGO Stores

J1IFQ

Excise Personnel

MIGO Stores Excise personnel Excise J1IF13 Personnel J1IFQ MIGO Stores J1IF01 MIGO J1IFQ Excise personnel

Excise personnel Excise Challan number/fiscal year J1IF13 personnel

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11.6 Challan completed 180 days reverse and recredit the challan
Step Description 1 2 3 4 5 Challan Reverse Option I: Receive the material back. Reconcile the challan with 542 Matrl. Doc. Complete & Recredit the challan. Option II: Receive the Material after 180 days as finished goods as per PO. Reconcile the challan with above GR Doc. Inputs Challan No./Fiscal year 542 movement type/ material/ vendor Material doc / Fiscal year / challan no/Excise group / Series group T.Code Role Excise J1IF13 Personnel MIGO Stores J1IFQ Excise Personnel Excise Personnel

Challan number /fiscal year J1IF13 MIGO Goods Receipt Materail doc / Fiscal year / challan no/Excise group / Series group MIGO

6 7

J1IFQ

Excise Personnel Excise Personnel

Complete& recredit the challan. Challan number /fiscal year J1IF13

12

Frequently Asked Question

Question: For capital Goods, in normal posting the AED CENVAT posted for the present year is 50%, whereas it should be 100%. Answer : Select Excise Subtransaction type IP at the time of Posting at Excise Header Tab, which will post AED as 100%, and BED, Ecess and SHEcess as 50% for this financial year. Question: During Post of Excise Invoice, the system doesnt allow to increase the Excise Duty Value. Answer : The change in duty values needs to be done in Change Excise Invoice transaction @ J1IEX and not during Posting of Excise Invoice.
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Question : I have to specify BED manually and not through condition records. Answer : The manual excise amount for BED can be specified in the Pricing Procedure ( PO Condition tab), wherein it will update the Tax Procedure.

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