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SAP Procedures

SI
P0

P1

P2

P3

Procedural Steps
1)
With layout -/AUDIT execute MB51 (IN SPOOL) Mvt Types 000-999
excluding mvt types (101, 321, 601 641)
2)
View the status of the report in sp02 (in the same login in which) the spool
was executed and note the page nos. of the report
3)
View the report in SAP click on settings and ensure that the to page nos.
field is greater than the report number of pages (if by default the page no. is
less than the report page no. then it will accept only that much data by
excluding the balance pages hence we need to change the to page field
more than the report pages.)
4)
Download the report in an unconverted format i.e. txt.
5)
Open ACL
6)
Right click on input definition file mb51 link to the downloaded txt file
7)
Check imported data with the original txt file (first and last row is imported
correctly)
8)
Click Tools Do Batch double click on export_mb51
9)
The file will be exported on the desktop by name mb51.xls
10) Insert 2 columns Volume and Value at the end and v-lookup the volume from
the mat code - volume link file and value from latest DPL
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Use the data downloaded through procedure P0


Separate 131 and 261 from rest of mvt. type to find out back flush of bases
more than the standard requirement
3)
Convert the data into pivot table with Row Fields mat doc, mat code, mat
desk; Column Fields Mvt type; Data Field Sum of Qty.
4)
Delete all rows where back flush qty and base qty is equal.
1)
Run T-code MI20
2)
In the screen fill the following field: Mention sales office, tick on Phy
Inventory Document and Physical Inventory Items, give the date range in
Count date (excluding stock taking date), Select layout /Audit01 and
execute F8
3)
In the next screen select all the 3 line items and again execute F8
4)
Select (tick) all the six line items appearing on the screen and execute F8
5)
Download the report to excel.
6)
Convert the data into pivot table
7)
Select mat code, mat disc, diff qty, diff amt.
8)
Calculate the diff of negative with positive amt as well as qty
9)
Find out the diff of amount
10) Check the authorization for passing of MI20 (as per authority manual not
<m5)
11) Check the reason for passing the PID
1)
Use the data downloaded through procedure P0
2)
Filter out mvt types 311 & 312
3) Convert the data into pivot table with the column fields - mat code, mat desc,

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P4

P5

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P6

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P7

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storage loc, value, volume and mvt type 311 for transferring the material from
regular to damage.
Check the reason and authorization for passing the PID.
Compare the damage billing with the transfer made and the stock in hand to
prepare reconciliation of damage stock.
T code vf05
Customer hierarchy 00d00015xx
Give the period
Display variant /Aud
Further selection billing type ZDF2
Organization 1000
Partners function 1g
Enter
Convert the data into excel
Check the value of damage billing as well as volume
Check the authorization being given (not <m5)
Check the invoice summary also for the damage billing.
T code va05
Customer hierarchy 00d00015xx (normal Sales Office) and 00d0015xx1 (in
case of Stock Point)
Give the period
Display variant - /AUD
Further selection sales document type ZOFD(FSM) / ZDDO (damage
order)
Organizational data 1000
Partners Function 1G (normal Sales Office) 1F (Stock Point)
Enter
Convert the data into excel
Check the value and volume of FSM
Check for the authorization for issue of FSM.
Reason of issuance of goods on FSM
Use data from P0
Filter out Mvt type 201
Convert into pivot table Rows: Mat doc, Mat Code, Mat Desc; Column: Mvt
type 201; Data: GR_Vol
Simultaneously can check with the va05 for the FSM
Check the reason, authorization (as per authority manual), check with the
volume of material is send on FSM + value.
Download the data by using T-code ZSM14 with storage location 3001 to 5001
It will give upto date stock status report
Download the report in to excel.
Get the total damage stock should match with the actual stock at unit
Check the usage of material in litre.
% of dam to regular, dam stock in previous stock count,
Opening damage stock plus usage of damage stock has to be equal with the
closing damage stock.

P8

P9

P10

P11&P12

8)
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Verify where the stocks are stacked.


Filter out data where Litres/Kgs field is not equal to 0 (meaning these are
MRVs) in the CN Register downloaded thru zsm68
2) Copy CN Nos. in Table VBRP field Billing Document, Change the
maximum hits to 9999999
3) Download to XL as mrv_cn.xls
4) Copy the Ref. PO Nos. in Table VBRP field Billing Document, Change the
maximum hits to 9999999
5) Download to XL as mrv_sd.xls
6) Combine mrv_cn.xls & mrv_sd.xls one below the other (segregated by 5
blank rows) into one file sd+cn_mrv.xls
7) Delete blank columns
8) Insert 2 columns @ the beginning named Type & SD Number
9) In the inserted TYPE Field, for all CN data enter CN, for all sales
documents enter SALES
10) In the SD Number: field, for the CN data, vlook-up Sales document number
from the filtered CN register in step 1.
11) For Sales Data, just copy the same document numbers under billing doc. By
formula = Billing Doc. Cell reference
12) Paste Special Values for the whole data
13) Delete the segregating blank rows between the CN and Sales data.
14) Create a Pivot with SD Number & Material fields in the row, Type field
in the column and Bill Qty in SKU in the data section (sum)
15) At the end of the pivot check for CN > SALES, take the difference for All
false and insert a column excess value credit given based on CN vale in the
CN register
1) Download the customer ledger for retail sales/cash memo account.
2) Check the number of invoices raised in the account and ascertain reasons for
such sales.
3) Vouch whether there is any outstanding or unrealized credit in the account.
1) ZSM68 report which was downloaded earlier and converted into excel with
doc type dg to be used.
2) Separate the data where volume is not equal to zero0.
3) Verify the despatch register, log sheet of transporter for date of material
dispatch.
4) Check with material return voucher at the unit.
1) Run ZSM67 report RRCC report
2) In the screen key in the sending unit all sales office from start to end and in the
receiving unit only the unit under scrutiny.
3) Download the report into excel.
4) From the report gives the delivery number but not the sending unit code, so
one report to be downloaded Zlikp for the deliveries to be received.
5) From this report use the Vlookup formula to obtain the sending unit name in
the RRCC file.
6) Verify the hard copies of the actual inwards at the unit with the report and note
for the variance in reporting.

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P13

P14

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P15

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P17

P18

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P19 &
P20

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P21

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The ZSM 67 report also to be run in vice versa way to obtain the RRCC
discrepancy mentioned by the receiving unit for the material send.
This way helps us to understand whether the unit has taken any rectification
step for the overage/shortage and damage for freight payment and stock
adjustment.
Use the report downloaded zsm68 doc type dg.
Downloaded data sort with micro
Reason code A20 is used for Leakage/Breakage
See the invoices for Leakage/Breakage with the CN is being charged
Check the authorization for issuance of CN (as per authority manual not <m5
can issue CN).
Verify whether there is recovery from transporter.
Check the holding of DM book (Unit Head)
Whether there is seriality in usage of DM book. At a time how many DM
books are used at the unit.
Ascertain the frequency and reason for usage of DM.
Verify whether any party in particular and the interval within which the DM is
converted into delivery memo.
Check the all the material in delivery memo is converted or not.
In case the material is send on display for meets whether the return date is
mentioned on DM.
To see the stock in transit download the data by using T-code zpr39/MB5t
if the stock in transit is more than 30 days check the status with the sending
unit
Verify the inward and outward register and variance at the time of stock taking
for the material in transit.
Use the report of P10
Insert the column and find out the diff of date between Invoice Date and CN
date to verify whether the days are more than 180 days
Sort the data with > 180days
Filter the tax data by giving custom > 0.
Check the total sales tax amount paid more than 180 days to dealers
Import CN register to ACL
Post import check for accuracy of the data to ensure that none of the field is
blank by sorting ascending as well as descending on each and every field
Click on analyze duplicates sequence on fields Cust_Code, Amt
Payable & Ref_PO_No list fields add all fields - enter output file name in
the output tab
Quick filter on Amount payable not equal to 0
Export to XL and copy paste the data in A7 of pre-audit controller file
Download the G/L account by using the T-code FBL1N
Give vendor no
Download the data into excel.
Verify the open items and also the entries entered in between period for entries
booked and payments made.
Each quarter depots has to sent a statcom report at the HO

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P22

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P23

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P24

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P25

P26

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P27 &
P28

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P29

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P30

P31

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Check the authenticity of statcom report by physically verifying the document


at unit
Verify whether documents are displayed at unit (registration certificate, storage
license, HO name and registered add, gratuity and abstract of gratuaity)
Verify whether register are maintained at unit (muster roll, wage register, bonus
register, Inspection book, power of attorney)
Check the balance by using T-code FS10
Enter the G/L account
Verify this with the actual cash
Do the reconciliation and verify whether the suspense voucher are authorised.
Whether the expense voucher are accounted and supported by proper
documents.
Download collection report (ZCOLREP)
Download the finance collection report (ZSM73) still the report is not full proof.
Vlookup for the date of deposition.
Cross check the actual slip deposition.
Download the data by using T-code zsm02
Check reasons with the bank slip for returning of cheque
Whether the unit is mentioning the date of return on the cheque return memos.
Verify the date of entering into system and ascertain delays.
Also ensure that the unit has used correct document type i.e.CQ otherwise no
penalty debit note would be raised.
Verify whether the unit is adhering to cheque return memo circular for billing
to dealers in case of continuous defaulters.
Use data downloaded through ZCOLERP & ZSM02
By using pivot table calculate maximum number of cheque return of a dealer
Use Vlookup of cheque return with the collection of a dealer
Calculate the percentage for returning of cheque with collection summery
Download the report (ZSM04)
Verify the percentage of exceeding the over and above the credit limit.
Also verify whether the bills are overdue (Z001) continuous billing is made to
dealers.
Check the CV/DV register is being maintained at the unit/RAC
Download the data by using the T-code ZLIN
Give doc type cv and dv
Download data and convert into XL file.
Ascertain reasons, period, parties in which such documents are passed. Also
the authenticity of such document to be scrutinized.
Auditor to obtain octroi refund status and vouch for the accounting process.
The funds are not to be utilized for the routine expense.
All the collection accounts to be downloaded (FBL3N) with the option open
items.
Ageing to be done on the basis of posting date.
Steps taken by the unit to reconcile the open items to be vouched for.
Download the data by using t-code ksbb
The report is directly downloaded in excel by using the SAVEAS option.

P32

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Check actual with budgeted


Reasons for expenses incurred over the budgeted figure to be asked.
Verify the gift register maintained at the unit is as per the input manual.
Physical verification of gifts to be done with the register.
Disbursement made to be vouched with the eligibility and scheme working.
Verify whether the entries in the gift register have been updated on online
basis.
Proper records of receipts have been maintained.