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FINANCE & CONTROLLING 1

SAP Implementation At Municipal Corporation Greater Mumbai

Finance & Controlling

Participant Name:___________________________________

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TABLE OF CONTENTS.............................................................................................................................. 7 PUBLIC SECTOR MANAGEMENT .......................................................................................................... 7 1.0 Fund Center............................................................................................................................................. 7 2.0 Commitment Item ................................................................................................................................. 13 3.0 Functional Area..................................................................................................................................... 18 4.0 Fund ...................................................................................................................................................... 22 5.0 Create Account Assignment Derivation. .............................................................................................. 27 6.0 Budget Document Entries ..................................................................................................................... 31 7.0 Closing Procedures ............................................................................................................................... 44 8.0 Budget Reports...................................................................................................................................... 58 GENERAL LEDGER ................................................................................................................................. 70 1.0 General Ledger...................................................................................................................................... 70 1.1 Create General Ledger .......................................................................................................................... 70 1.2 Change G/L Account ............................................................................................................................ 75 2.0 Cash Journal accounting ....................................................................................................................... 78 3.0 Document Reversal ............................................................................................................................... 82 4.0 Journal voucher posting ........................................................................................................................ 85 5.0 Account clearing process ...................................................................................................................... 88 6.0 Financial Statements ............................................................................................................................. 90 6.1 Balance Sheet........................................................................................................................................ 91 6.2 Trial Balance......................................................................................................................................... 93 ACCOUNTS PAYABLE............................................................................................................................ 97 1.0 Vendor Master ...................................................................................................................................... 97
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1.1 Vendor Master Creation........................................................................................................................ 97 1.2 Vendor Master Change ....................................................................................................................... 104 1.3 Vendor Master Blocking..................................................................................................................... 107 2.0 FI Invoice Booking ............................................................................................................................. 110 2.1 Invoice Creation through FI.............................................................................................................. 110 2.2 Invoice Creation (For purchases through MM module) ..................................................................... 113 3.0 Parking of Documents......................................................................................................................... 118 4.0 Removal of Payment Block ................................................................................................................ 122 5.0 Payment to vendor .............................................................................................................................. 123 6.0 Creation and Submission of ECS File................................................................................................. 132 7.0 Withholding Tax Accounting.............................................................................................................. 140 7.1 TDS Certificate Processing................................................................................................................. 143 8.0 Advance to Vendors............................................................................................................................ 152 9.0 Security deposit in form of Bank guarantee........................................................................................ 156 10.0 Security deposit in form of Check/ DD ............................................................................................ 159 11.0 Credit Memo posting ........................................................................................................................ 164 12.0 Refund Procedure.............................................................................................................................. 167 13.0 Check Management .......................................................................................................................... 172 13.1 Check Register .................................................................................................................................. 172 13.2 Cancellation of Check....................................................................................................................... 175 13.3 Maintaining Check Lots.................................................................................................................... 178 13.4 Renumbering Checks ........................................................................................................................ 183 ACCOUNTS RECEIVABLE ................................................................................................................... 187 1.0 Customer Master................................................................................................................................. 187 1.1 Create Customer Master ..................................................................................................................... 187 1.2 Change Customer Master.................................................................................................................... 190
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2.0 Blocking/Unblocking.......................................................................................................................... 195 2.1 Customer Master Blocking ................................................................................................................. 195 3.0 Sales accounting.................................................................................................................................. 199 3.1 Scrap sales accounting ........................................................................................................................ 199 3.2 Collection Accounting ........................................................................................................................ 201 ASSET ACCOUNTING ........................................................................................................................... 205 1.0 Asset Master........................................................................................................................................ 205 2.0 Asset Acquisition ................................................................................................................................ 219 3.0 Asset Transfer ..................................................................................................................................... 223 4.0 Asset Retirement................................................................................................................................. 228 5.0 Closing Procedures ............................................................................................................................. 231 COST CENTER ACCOUNTING ............................................................................................................ 243 1.0 Cost Center.......................................................................................................................................... 243 1.1 Create Cost Center .............................................................................................................................. 243 1.2 Change Cost Center ............................................................................................................................ 248 2.0 Cost Center Group .............................................................................................................................. 252 2.1 Create Cost Center Group ................................................................................................................... 252 2.2 Change Cost Center Group ................................................................................................................. 256 3.0 Cost Element....................................................................................................................................... 260 3.1 Create Cost Element -Primary ............................................................................................................ 260 3.2 Create Cost Element -Secondary ........................................................................................................ 265 3.3 Change Cost Element –Primary & Secondary .................................................................................... 270 4.0 Cost Element Group............................................................................................................................ 275 4.1 Create Cost Element Group ................................................................................................................ 275 4.2 Change Cost Element Group............................................................................................................... 279 5.0 Activity Type ...................................................................................................................................... 283
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5.1 Create Activity Type........................................................................................................................... 283 5.2 Change Activity Type ......................................................................................................................... 287 6.0 Statistical Key Figure.......................................................................................................................... 291 6.1 Create Statistical Key Figure .............................................................................................................. 291 7.0 Activity Price ...................................................................................................................................... 295 7.1 Planning Activity Price ....................................................................................................................... 295 8.0 Statistical Key Figure Value ............................................................................................................... 300 8.1 Planning Statistical Key Figure Value ................................................................................................ 300 9.0 Manual Reposting of Cost .................................................................................................................. 304 10.0 Distribution of Overhead Costs......................................................................................................... 307 10.1 Creation of Assessment Cycle (Rule) ............................................................................................... 308 10.2 Executing Assessment Cycle (Rule) ................................................................................................. 312

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MCGM TABLE OF CONTENTS PUBLIC SECTOR MANAGEMENT
1.0 Fund Center
1.1 Create Funds Center Trigger: There is a business need to individually create a new funds center Business Process Procedure Overview

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Within the organizational unit, the funds centers represent the structural grouping into departments, areas of responsibility, projects, and so on. A funds center represents the organization unit for which budget needs to be assigned and monitored.

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 1.2. On screen “Create Funds Center in FM Area”, 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.

Comments The code is to be given following the coding convention.

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On screen “Funds Center Create”, enter information in the fields as specified in the below table: Field Name Description R/O/ User Action and Values Comments C Name Funds center name R Give suitable name (Name can be up to 20 characters long) Description Funds Center description R Give a detailed description in the same way as name (Long Text can be up to 40 characters long) Company code Company code for the funds R Give “MCGM” center Business Area Enter business area to O Select the drop down arrow to which the cost center select the proper Business belongs area depending on Business unit.

1.1.3.

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1.1.4 On screen “Funds Center Create”, select tab for Hierarchy: Field Name Hierarchy Variant R/O/C R User Action and Values Enter “001” Standard Funds Center Hierarchy Variant Comments

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Save data by clicking

button

Message will appear – Funds center XXXXXXXX successfully saved.

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1.2 Change Funds Center Trigger: There is a need to individually change a Funds center.

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Business Process Procedure Overview You can change the Funds center Master Record data, but the name of the funds center and FM Area assignment cannot be changed (Alphanumeric).

1.2.1.

Procedural Steps Access Change Funds Center Master transaction by: SAP Menu Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Funds Center Individual Processing Change FMSB Field Value/Comments

Via Menus Via Transaction Code Input – Required Fields Funds Center

1.2.2.

On screen “Funds Center Change”, enter the changes needed to be carried out. button.

Save data by clicking

Message will appear – Funds center XXXXXXXX successfully saved.

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1.3 Display Funds Center Trigger: There is a need to individually display a Funds center. Business Process Procedure Overview You can display the master data of Funds center. Input – Required Fields Funds Center Field Value/Comments

1.3.1.

Procedural Steps Access Change Funds Center Master transaction by: SAP Menu Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Funds Center Individual Processing Display FMSC

Via Menus Via Transaction Code 1.3.2.

On screen “Funds Center Display”, details of the master is displayed.

Press F3 to back or Shift+F3 to exit the screen.

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2.0 Commitment Item
2.1 Create Commitment Item Trigger: There is a business need to individually create a new commitment item. Business Process Procedure Overview A commitment item represents budget head under which Budget estimate is to be prepared and allotment is given. Commitment items represent the functional grouping of expenditures and revenues within a financial management area.

Procedural Steps 2.1.1. Access Create Commitment Item Master transaction by: SAP Menu Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Commitment item Individual Processing Create FMCIA

Via Menus

Via Transaction Code 2.1.2.

On screen “Edit 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.

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2.1.3. On screen “Create Commitment Item”, enter information in the fields as specified in the below table: Field Name Name Description Description Name for the commitment Item R/O/ C R User Action and Values Give suitable name (Name can be up to 20 characters long) Give a detailed description in the same way as name (Long Text can be up to 40 characters long) Enter “30” in this field. Enter “3” for expenses/outflows and “2” for revenues. Comments

Description for commitment R items Financial transaction for the commitment item This field specifies type of item i.e. expense or revenue. R R

Financial Transaction Commitment Item Category

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Save data by clicking

button

Message will appear – Commitment item XXXXXX successfully saved.

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

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

2.2.1.

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

Via Menus Via Transaction Code Input – Required Fields Commitment Item

2.2.2.

On screen “Edit Commitment Item”, click the button

pencil to make the changes.

Save data by clicking

Message – Commitment Item XXXXXX is saved successfully.

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

2.3.1.

Via Menus

Via Transaction Code

Input – Required Fields Commitment Item

Field Value/Comments

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

Glass to Display and Press F3 to go back or

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

3.1.1

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

Via Menus Via Transaction Code

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

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

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Save data by clicking

button

Message will appear – Functional Area XXXXXX has been saved.

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3.2 Change Functional Area
Trigger: There is a business need to individually change/delete a 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. This Process allows you to change the master data, the validity period can be changed only if no posting made to it.

Procedural Steps 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

3.2.2 On screen “Process Functional Area”, press the pencil to do the changes. Save data by clicking button Message will appear – Functional Area XXXXXX has been saved.

3.3 Display Functional Area
Trigger: There is a business need to individually display a 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. 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

3.3.1

Via Menus Via Transaction Code

3.3.2 On screen “Process Functional Area”, press the back or Shift+F3 to exit from the screen.
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glass to display and press F3 to go

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4.0 Fund
4.1 Create Fund
Trigger: There is a business need to individually create a Fund.

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Business Process Procedure Overview Funds represent financial resources that are provided for a specific purpose by a sponsor and managed separately. This enables the exact source of the funds to be determined. Procedural Steps Access Create Fund Master Transaction by:

4.1.1

Via Menus

SAP Menu Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Fund Create Via Transaction Code FM5I 4.1.2. On screen “Create Fund – Basic Screen”, 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. Comments

Click

Button.

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4.1.3. On screen “Create Fund – Basic Screen”, 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. 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

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Save data by clicking button

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Message will appear – Fund XXXXXX saved.

4.2 Change Fund
Trigger: There is a business need to individually change a Fund. Business Process Procedure Overview Moneys provided by a financial source, such as a public organization, which is managed separately for a specific purpose. A name for the original budgets defined in an overall budget

Procedural Steps 4.2.1 Access Change Fund Master Transaction by: SAP Menu Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Fund Change FM5U Field Value/Comments

Via Menus Via Transaction Code Input – Required Fields Fund

4.2.2.

On screen “Change Fund – Basic Screen”, make the changes and choose

to save.

Message will appear – Fund saved.

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4.3 Display Fund
Trigger: There is a business need to individually Display a Fund. Business Process Procedure Overview This Process allows the user to display the Master Data.

Procedural Steps 4.3.1 Access Change Fund Master Transaction by: SAP Menu Accounting Public Sector Management Funds Management Master Data Account Assignment Elements Fund Display FM5S Field Value/Comments

Via Menus Via Transaction Code Input – Required Fields Fund

4.3.2.

Enter the alphanumerical code of the fund and choose

to Enter.

Press F3 to go back orShift+F3 to exit the screen.

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5.0 Create Account Assignment Derivation.

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Trigger: For the system to derive fund center automatically, required Master data needs to be assigned to fund center. Business Process Procedure Overview In this activity, 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. The account assignment derivation consists of a sequence of derivation steps - known as the derivation strategy. It is used to sequentially derive the values for FM account assignments from other account assignments. Each derivation step describes how a number of target fields can be filled from a number of source fields. Here we are taking an example of Cost center/Cost Element Assignment. 5.1.1 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 5.1.2. On screen “Derivation Strategy for FM Object Assignment: Maintain Values”, Double click on the field “Cost Center/CE to Commitment Item/Funds Ctr/Fund/Function” field:

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On screen “Derivation Strategy for FM Object Assignment: change Rule Values”, 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. The Cost Element for which the assignment is to be made. 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. Enter the value of cost element. for eg Enter “01.04.2006”. Enter the value of the Commitment Item Enter the value of Fund center. Enter the value of Fund Enter the Functional Area Comments

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Save data by clicking Assignment is saved.

button

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6.0 Budget Document Entries
6.1 Create Budget Entry Document:
Business Process Procedure Overview Document which logs the entry of budget values in the Budget Control System (BCS). A document number is assigned to a budget entry document by the system and provides proof of the processing of budget values. After posting an entry document, 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. You must make such changes in a new entry 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

6.1.1

Via Menus Via Transaction Code 6.1.2.

On screen “Budgeting Workbench – Create Document”, enter information in the fields as specified in the table below: Description Characterizes the basic budgeting process used to post budget entry document This distinguishes the different ledgers that store the Budget Data. 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 01.04.2006 ALL F4 help available for further types. F4 help available for further types. For the first Version, normally 0 Can be allocating it to certain Periods too. Comments Comments

Field Name Value type Process Budget Category Document Type Budget Type Version Date Period

For line item, Field Name
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R/O/

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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

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Key for distributing plan values on periods according to various criteria

Verify the data entered by pressing F7 or

and save the document

.

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6.2 Create Budget Entry Document
This is the procedure will be followed in MCGM for the Budget Upload Process. The budget shall be set at Fund center, functional area and Fund for each commitment item. 6.2.1) Creation of Budget: Access the Program for uploading the Budget Data - MCGM Via Transaction Code ZF002

6.2. On the Program for uploading the Budget Data – MCGM screen enter the information in the fields as specified in the table below:

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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, the document no. for the budget uploaded is displayed.

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Expected Result: Budget document is created without any errors.

6.3 Budget Document Display: The budget document can be displayed as under 6.3.1. Access the “Display Entry Document” transaction by: Accounting Public sector Management Funds Management Budgeting Budget Control System Entry Document Display. FMEDD

Via Menu Via Transaction Code

6.3.2. On the Display Entry Document: Selection screen enter the information in the fields as specified in the table below: Field Name Financial Mgt Area
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Description MCGM
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Field Name Document Year Entry Document Number Description 2006 Enter the document number uploaded

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Click ‘watch’ sign on top left or F8. All transactions that have taken place will be displayed.

Expected Result: The document displays correct line items as required.

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6.4 Create Funds Transfer

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Trigger: Some additional budget is available one a fund center under one head and needs to be transferred to another head. Business Process Procedure Overview Using funds transfers you can transfer assigned funds which are in a particular Funds Management account assignment, to other Funds Management account assignments.

6.4.1

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

6.4.2. On screen “Fund Transfer - Create Initial Screen”, 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

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For Line Item, Field Name S Fund Center Commitment item Amount RS Fund Center Commitment
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Description Sender line item Enter the sender fund center Enter the relevant budget head. Enter the amount to be transferred. Receiver line item Enter the receiver fund center Enter the relevant budget
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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. Enter/select the relevant commitment item. Enter the total amount to be transferred. Select this radio button for receiver line items. Select/Enter relevant fund center. Enter/select the relevant
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item Amount head. Enter the amount allotted to the combination of fund center and commitment item. R

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FINANCE & CONTROLLING 1 commitment item. Enter the required budget amount

Verify the data entered by pressing Shift + F1 or

and save the document

.

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6.5 Display Funds Transfer

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Trigger: Some additional budget is available one a fund center under one head and needs to be transferred to another head. Business Process Procedure Overview Using funds transfers you can transfer assigned funds which are in a particular Funds Management account assignment, to other Funds Management account assignments. Procedural Steps Access Display Fund Transfer Transaction by: SAP Menu Accounting Public Sector Management Funds Management Posting Funds Transfer Display FMWC

6.5.1

Via Menus Via Transaction Code

6.5.2. On screen “Fund Transfer - Display Initial Screen”, 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.

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6.6 Create Funds Supplement

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Trigger: For any of the budget, additional budget was request and the same has been approved and allotted. Business Process Procedure Overview The additional budget which was request from head quarters has been allotted and the same is updated in the system. If the available funds are not sufficient, you can top up the budget in a funds center or commitment item by means of a Supplement.

6.6.1.

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 6.6.2

On screen “Budgeting Workbench – Create Document”, enter information in the fields as specified in the table below: Description Characterizes the basic budgeting process used to post budget entry document This distinguishes the different ledgers that store the Budget Data. 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 01.04.2006 ALL F4 help available for further types. F4 help available for further types. For the first Version, normally 0 Can be allocating it to certain Periods too. Comments

Field Name Value type Process Budget Category Document Type Budget Type Version Date Period

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For line item, Field Name Fund Funds Center Commitment Item Functional Area Amount Distribution Key Text Description R/O/ C R R R R R R O

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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.

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Verify the data entered by pressing F7 or and save the document

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Message will appear – Document XXXXXXXXX posted.

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7.0 Closing Procedures

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Trigger: As part of year end exercise, the commitment of Purchase orders are to be carry forwarded. Note: The Budgets will not be Carried Forward, unused budget will lapse if not utilized in the same year. 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. You use the closing operations to display budgets and assigned values for each period. You perform the closing operations in a series of steps, which you must carry out in sequence. The commitment carry forward always reflects the current state of the data in the Funds Management systems. However, there is no automatic link to the closing operations in other components. This means that changes made to documents in other components are not reflected in Funds Management after you have carried out the closing operations in Funds Management. 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. Open commitments are correctly reduced in the old fiscal year if you process them further in the new. (For example, a purchase order from 2006 can be reduced by an invoice arriving in 2007.) 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. 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

7.1 Close Open Commitments Trigger: FM Closing Operations: Closing Open Commitments
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Business Process Procedure Overview It may be necessary for an organization to close open commitments (such as purchase requisitions, purchase orders, or earmarked funds) within Funds Management closing operations. 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

7.1.1

Via Menus Via Transaction Code

7.1.2. On screen “Closing Operations – Close Open Items”, 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. Remove the Test run when you need to update the Run

Execute by clicking

or F8

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7.2 Carrying forward the Documents Trigger: Fiscal Year Change: Carry forward of Open Items

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Business Process Procedure Overview You can carry forward all open Funds Management commitments documents for an FM area and fiscal year to the next fiscal year using this program. Procedural Steps Access 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

7.2.1

Via Menus

Via Transaction Code 7.2.2

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

Execute by clicking

or F8

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

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

7.3.1

Via Menus

Via Transaction Code 7.3.2

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

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

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

Availability Control

R

Check

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Execute by clicking or F8

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

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

7.4.1

Via Menus

Via Transaction Code 7.4.2

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

Field Name FM Area Fiscal Year Value Type Company Code

We are carry forwarding only the purchase order open items.

Test Run Block Documents

R O

Select Test Run and Detail List

Availability Control

R

Check

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

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Execute by clicking

or F8

7.5 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 7.5.1 Access Display Carry Forward Documents by:
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Via Menus

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Via Transaction Code 7.5.2

SAP Menu Accounting Public Sector Management Funds Management Additional Functions Closing Operations Commitments/Actuals Commitment Carry Forward Display FMJ_DISPLAY

On screen “Display Fiscal Year Change Documents”, enter information in the fields as specified in the table below: Description R/O/ C R R R O O R O O O If know the number, Mention it. If know the number, Mention it. User Action and Values MCGM 2006 51 9A 9A MCGM Purchase Orders Payment Budget Payment Budget Comments

Field Name FM Area Sender Fiscal Year Value Type Sender Ledger Receiver Ledger Company Code FI doc.no.Fisc Year Document Number FYC Document Number

Execute by clicking

or F8

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8.0 Budget Reports
The information system is to analyze the business transactions relevant to Funds Management Government. This means it is possible, for example, to generate overviews of the budgets (such as approved and released budget), budget usage (actual and commitment values), and the residual budget (that is, budget still available) in your organization. You can analyze all data interactively directly after entering it into the SAP System and trace its origin up to document level. You can also run all reports available online in the background. This is particularly useful with very comprehensive datasets.

8.1 Total Records – Budget Overview

Business Process Procedure Overview Totals records reports evaluate totals records. The totals records provides you with a quick overview of the accumulated status of your data Procedural Steps 8.1.1 Access Budget Overview Transaction by: SAP Menu Accounting Public Sector Management Funds Management Information Systems Totals Records Budget Control Systems Budget Budget Overview FMRP_RW_BUDGET

Via Menus Via Transaction Code

8.1.2 On screen “Budget Report: Selection”, 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

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Exit the report by pressing back

pop up appears to confirm your exit.

Exit by pressing Yes.

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8.2 Total Records – Budget Consumption

Business Process Procedure Overview Totals records reports evaluate totals records. The totals records provides you with a quick overview of the accumulated status of your data Procedural Steps 8.2.1 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

8.2.2 On screen “Budget Consumption Overview”, 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

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Exit the report by pressing back

pop up appears to confirm your exit.

Exit by pressing yes.

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8.3 Line Items – Commitments and Funds Transfer

Business Process Procedure Overview This reporting evaluates Commitment and Actual documents. Funds Management differentiates the data according to how advanced processing is in the system. All data which is entered up until the point of invoice receipt or invoice issue is commitment data, such as purchase orders and purchase requisitions. All other data is actual data Procedural Steps 8.3.1 Access Commitments and Funds Transfer Transaction by: SAP Menu Accounting Public Sector Management Funds Management Information Systems Line Items Commitments and Actuals Commitments and Funds Transfer FMRP_RFFMEP1OX

Via Menus Via Transaction Code

8.3.2 On screen “Commitments: Line items by Document”, 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

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Exit the report by pressing back

pop up appears to confirm your exit.

Exit by pressing yes.

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8.4 Line Items – Commitments and Funds Transfer

Business Process Procedure Overview This reporting evaluates Commitment and Actual documents. Funds Management differentiates the data according to how advanced processing is in the system. All data which is entered up until the point of invoice receipt or invoice issue is commitment data, such as purchase orders and purchase requisitions. All other data is actual data Procedural Steps 8.4.1 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

8.4.2 On screen “Document Journal”, 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

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The drill down report is displayed above.

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GENERAL LEDGER 1.0 General Ledger 1.1 Create General Ledger
Overview Trigger: The Enterprise has to post all transactions related to income, expenditure, 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 .This is possible if required GL account is created in system after proper approvals/ circulars. Business Process Procedure Overview Steps for creating new GL account – Preliminary requirement (triggering point) - GL Account Requisition will be sent to Head office and once approved circular will be issued to that effect. Step I (Request for creation) - Once circular for permission to create new account is issued, request to create new account in SAP can be sent to Master Record Maintenance (MRM) team in prescribed format. Step II (Account creation analysis) – After receiving request, MRM will create a new account and communicate it to all concerned and the same are to be created centrally. Procedural Steps 1.1.1. Access transaction by: Accounting > Financial Accounting > General Ledger > Master Records > G/L Accounts > Individual Processing > Centrally
FS00

Via Menus Via Transaction Code

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1.1.2. On screen “Create General Ledger Account”, enter information in the fields as specified in the table below:

Tab 1 – Type/ description

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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. Company code Suitable Account Group eg.120 Press radio button R/O/C R R R R R

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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 - Control Data

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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 - Create Bank/Interest tab

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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

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MCGM 1.2 Change G/L Account
Procedural Steps 1.2.1. Access transaction by:

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Via Menus Via Transaction Code

Accounting > Financial Accounting > General Ledger > Master Records > G/L Accounts > Individual Processing > Centrally
FS00

1.2.2 On screen “Edit General Ledger Account”, enter information in the fields as specified in the table below: Tab page 1 – Type/ description

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Field Name G/L Account No Company code Description Suitable Account no. Company code R/O/C R R

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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 - Control Data

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Tab page 3 - Create Bank/Interest

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Change the necessary fields and press Message will appear – Data saved

.

Note: - 1. Any New G.L. Account created (Exp/Revenue) corresponding Cost element and commitment item has to be created before any posting is allowed in G/L Account.

2. Also the necessary change must be made in financial statement version.

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MCGM 2.0 Cash Journal accounting
Overview Trigger:

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Cash journal functionality will be implemented for recording all Cash book transactions. a) Cash given to Ward Offices. b) Cash given to Garages.

Business Process Procedure Overview Cash journal functionality – Cash journal is used for posting all cash transaction and posted to respective GL account. Radio button on cash journal indicates status of accounting entry – Red button signifies that entry entered but not saved, orange button indicates saved entries, and green button indicates that accounting transaction is posted to GL account. Cash journal All cash transactions will be entered in cash journal. For this different business transactions will be created and respective GL accounts will be assigned. All transactions of the day or period will be recorded in cash journal including cash withdrawal from bank account and expenses.

Procedural Steps 2.1.1. Access transaction by: Accounting > Financial Accounting > General Ledger > Posting > Cash Journal Posting FBCJ

Via Menus Via Transaction Code

Select cash journal book

, following window will pop up, select appropriate cash

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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
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Field Value/Comments Enter transaction number or Description, Enter Amount Enter G/L Account Bank, Customer or Vendor as the case may be
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Account Assignment object Text Business area Functional Area Cost Center FM Area Fund Center Commitment Item

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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

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3.0 Document Reversal
Trigger: Accounting document wrongly entered in system is required to be reversed. Document once entered in SAP system is not modifiable completely. Thus wrong document created in system is to be reversed completely.

Business Process Procedure Overview Documents once posted will be reversible only after giving reversal reason, posting date and document number. Reversal process will be executed as follows Step 1 – Identifying wrong document (Eg. 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. E.g. 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. He will also specify reversal reason on original document.

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Procedural Steps 3.1.1. Access transaction by:

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Via Menus

Via Transaction Code

Accounting > Financial Accounting > General ledger/ Accounts Receivable/ Accounts Payable > Document > Reverse > Individual Reversal FB08

3.1.2.

On screen “Document Reversal”, enter information in the fields as specified in the table below:

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Field Name Document Number Company code Fiscal Year Reversal Reason Description R/O/C Enter the document number R to be reversed. Enter MCGM R Enter the fiscal year Enter the Reversal reason R R

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User Action and Values Comments Enter the suitable . document number code Enter 2006. Enter 01

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click on the ENTER button.

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MCGM 4.0 Journal voucher posting
Overview Trigger:

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Journal voucher is required for the transaction, which are not directly accounted and no process is specified in transaction code. Business Process Procedure Overview Transaction code F-02 is to be used for accounting journal voucher. With F-02 transaction you can also post to sub ledger (vendor, customer,). For example of JV transaction is Period end closing accounting e.g. provisions

Procedural Steps 4.1.1. Access transaction by: Accounting > Financial Accounting > General Ledger > Posting > General Posting F-02

Via Menus

Via Transaction Code

4.1.2 On screen “Posting with clearing”, enter information in the fields as specified in the table below:

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Field Name Document Date Posting Key
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Description Enter the document date Enter the posting Key

R/O/C R R

User Action and Values

Comment

Enter 40 for Debit , 50 for
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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, Account

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Customer

or

GL

R R R Enter 40 for Debit , 50 for Credit Vendor, Customer or GL Account

Enter the GL account to be R debited or F8 to go to next page Enter the amount R Enter the suitable Cost R Center

Simulate the document If OK then save the document

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5.0 Account clearing process
Overview Trigger: Open items which are not cleared automatically, needs to be cleared through manual clearing program. Business Process Procedure Overview In GL account, Vendor and Customer account, open items which are not cleared by automatically, needs to be cleared through manual clearing program.

Procedural Steps 5.1.1. Access transaction by: Accounting > Financial Accounting > General Ledger/ Accounts Payable/ Accounts Receivable > Account > clear F-03 (GL), F-44 (AP), F-32 (AR)

Via Menus

Via Transaction Code

5.1.2.

On screen “Posting with clearing”, enter information in the fields as specified in the table below:

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Field Name Account Press
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Description R/O/C Enter the GL account to be R debited

User Action and Values Vendor, Customer or Account

Comment GL

or (Shift+F4) to go to next page
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On screen “Clear GL Account Process Open Item”, select the items to be cleared

Process the items to clear the account.

6.0 Financial Statements
Overview Trigger:

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The Financial statements e.g. trial balance, Balance sheet are to be drawn in a prescribed manner to be furnished to different authorities.

Procedural Steps

6.1 Balance Sheet
6.1.1. Access transaction by: Information Systems > Accounting > Financial Accounting > General Ledger > Balance Sheet F.01

Via Menus

Via Transaction Code

6.1.2.

On screen “Financial Statements”, enter information in the fields as specified in the table below:

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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

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6.2 Trial Balance
6.2.1. Access transaction by: Information Systems > Accounting > Financial Accounting > General Ledger > Account Balance
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Via Menus
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Via Transaction Code F.08

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6.2.2

On screen “G/L Account Balance”, enter information in the fields as specified in the table below:

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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

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1.0 Vendor Master

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1.1 Vendor Master Creation
Trigger: Vendor master is required to be maintained for – Booking purchase invoice Maintaining vendor related information centrally Grouping together similar characteristics vendors Business Process Overview For creating vendor ledger account Vendor Master is to be created whenever transactions are to be done with a new vendor (except for one time vendor). For non- FI related vendors, such request will flow from MM module in proper template.

Procedural Steps 1.1.1 Access transaction by:
SAP Menu > Accounting > Financial Accounting > Accounts Payable > Master Records > Create FK01

Via Menus Via Transaction Code

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1.1.2 On screen “Create Vendor”, enter information in the fields as specified in the table below:

Field Name Vendor.

Description <Blank>

R/O/C

User Action and Values

Comments No. will be created internally by the system – hence field has to be kept blank.

Company code Account Group Press enter

Company code

R

MCGM

Account group determines the R type of vendor.

Select MCGM or MEMP as account group from drop down menu list. or F8 to get accounting information tab page

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Field Name Title Name Search term

Street address including Suitable Postal Code/ City and Country -IN country Press enter or F8 twice to get to payment transaction tab page

R/O/ C Company R R Based on R which vendor can be searched from master. R

Description

User Action and Values Company Suitable Name Give suitable search term.

Comments

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Field Name Country

Description

Suitable Country -IN Bank Key R Enter MCGM. Bank Account R Give bank Account number of the Vendor. Account Holder R Give Vendor’s Bank Name and Branch details. Control Key R Enter 11 for Current A/c. Enter 21 for Savings A/c. Reference Details R Enter 9 digit Bank MICR number. Press enter or F8 to get to accounting information tab page.

R/O/ C R

User Action and Values

Comments

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Field Name Reconciliation account

Description

Sort key Press enter

Choose G/L A/c. 350100100 for Supplier and choose G/L A/c. 350100200 for Contractor. R 001 or F8 to get payment transactions tab page

R/O/ C R

User Action and Values

Comments

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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.

Press enter

Payment R Enter C for Cheque, T for methods for ECS. a vendor or F8 twice to go to withholding tax tab page

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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, if applicable in addition to the W2 Tax code may vary based on TDS % deducted from the vendors. Choose Z2 or Z4 for WCT Tax.

Liable Recipient type Go to Vendor and Save

Enable R CO R else press CTRL + S

Message will appear – Vendor XXXX has been created
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1.2 Vendor Master Change
Overview Trigger: In case company decides to do any changes to the particular vendor, his master record should be changed.
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Business Process Overview Changing Master Data for vendor master In case it is decided to change vendor for any business needs, for example change in Bank details, Furnishing Exemption details for the Income Tax etc . Procedural Steps 1.2.1. Access transaction by:
SAP Menu > Accounting > Financial Accounting > Accounts Payable > Master Records > Change FK02

Via Menus

Via Transaction Code On screen “Change Vendor”, 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 .

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Field Name Description R/O/C User Action and Values Comments Vendor. As created Company code Company code R MCGM Press enter or F8 to go to the desired tab page. Carry out the required changes and press Save else press CTRL + S

Message will appear – changes have been made

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Overview

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Trigger: In case company deciding not to do any transaction with particular vendor, his master record should be blocked against further postings

Business Process Overview Posting block and unblocking vendor master o In case it is decided to block vendor for further postings, 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, balance if any is posted as bad debt or miscellaneous income and request shall be sent in prescribed format with reasons. Conformation as to vendor master is blocked is sent to requisitioner after blocking. o Same process shall be followed for unblocking vendor master. Flag for deletion o In case of it is decided to set delete flag on vendor master either all areas or selected segment, request should be sent to master maintenance department to set deletion indicator. Procedural Steps 1.3.1. Access transaction by:
SAP Menu > Accounting > Financial Accounting > Accounts Payable > Master Records > Block/unblock FK05

Via Menus Via Transaction Code

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1.3.2.

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On screen “Vendor Block/Unblock”, enter information in the fields as specified in the table below:

Field Name Description R/O/C User Action and Values Vendor. 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

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Press Save

else press CTRL + S

Message will appear – changes have been made 1.3.3.
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. 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

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2.0 FI Invoice Booking

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2.1 Invoice Creation through FI
Overview Trigger: Administrative expense invoices, utility bills, Refunds will be booked for payment on due date. For this invoice document will be entered in FI module and payment will be made against invoice amount. 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, file will be moved to payment dept. for arranging payment instrument (cheque / ECS). o Payment will be made against invoice document entered in system. Procedural Steps 2.1.1. Access transaction by: SAP Menu > Accounting > Financial Accounting > Accounts Payable > Document entry > Invoice
FB60

Via Menus Via Transaction Code

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2.1.3. On screen “Enter Vendor Invoice”, enter information in the fields as specified in the table below:

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Field Name Header Vendor. Invoice date Amount Business Place Section Code Enter GL account Description R/O/C R R R R R

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FINANCE & CONTROLLING 1 User Action and Values Select suitable Vendor from drop down menu list. Current date Suitable amount Enter MCGM in both fields. Comments

/

Select suitable G/L from drop down menu list. 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. Commitment Item R Enter the same G/L account Number entered earlier. Fund R Enter appropriate Fund. Functional Area R Enter appropriate Functional Area. Press payment tab to go to the payment information tab page Payment Method R Enter “C” for Cheque or “T” for ECS Payment Block R Select “B” , Blocked for payment

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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)
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Overview Trigger:

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It starts with the contract being entered into with supplier .Then a Purchase order is created with reference to the contract. After the purchase order is created it will be checked by authorized person and then it will be released for goods receipt/Service entry sheet. Goods receipt/Service entry sheet is done when we receive the goods. All these steps are performed in MM module, but at the same time FI entries will be done at the background. After goods receipts, Invoice verification is done in FI module. Reference: PO No. Reference: G/R Document No. 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, file will be moved to payment dept. for arranging payment instrument (cheque / ECS). o Payment will be made against invoice document entered in system. Procedural Steps 2.2.1. Access transaction by: Logistics > Materials Management > Logistic Invoice Verification > Document entry > Enter invoice
MIRO

Via Menus Via Transaction Code

2.2.2. On screen “Enter incoming Invoice”, enter information in the fields as specified in the table below:

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

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

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

D/C Amount Business Area Funds Center Fund Functional Area

R R R R R R

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

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Simulate the document If OK then save the document

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

Procedural Steps 3.1.1. Access transaction by:

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Via Menus Via Transaction Code

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

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

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

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

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

Via Menus

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

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

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

Message will appear – Document XXXXX has been posted.

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4.0 Removal of Payment Block
Via Menus Via Transaction Code SAP Menu > Accounting > Financial Accounting > Accounts Payable > Document > Change.
FB02

4.1.1. On screen “Change Document”, enter information in the fields as specified in the table below:

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

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FINANCE & CONTROLLING 1 User Action and Values Comments Enter MCGM Enter the document number entered earlier. Enter the fiscal year. (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.”

5.0 Payment to vendor
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Via Menus Via Transaction Code

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SAP Menu > Accounting > Financial Accounting > Accounts Payable > Periodic Processing > Payments.
F110

5.0.1. 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

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On screen “Automatic Payment Transactions”, enter information in the fields in the Parameters Tab as specified in the table below: Field Name Company Code Payment Method Description R/O/C R R User Action and Values Enter MCGM Suitable Payment Method Comments Either “C” for Cheque or “T” for ECS

Next Payment Date

Vendor Select Additional Log Tab.

R R

Enter the next date Enter the Vendor to whom payment to be made

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On screen “Automatic Payment Transactions”, 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. R/O/C R R R R User Action and Values Select Select Select Enter the Vendor to whom payment to be made Comments

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On screen “Automatic Payment Transactions”, 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. If OK then save the parameters go to Status Tab.

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Select “Schedule Proposal Button “

to schedule payment proposal.

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Select “Start immediately checkbox” and press Press Status or (Shift+F2) created”.

to schedule the payment proposal.

button until you get the message “Payment Proposal has been

Press button to edit the payment proposal (To check the proposal for any errors, if all the items are under Green indicator, there are no errors. Check for any entries under Red indicator.) After checking press or F3 to go back to main screen. .

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Press

to schedule the payment run.

Select the checkbox “Start immediately” and press

to go to next screen.

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Press

button until the message “Posting orders: 1 generated, 1 completed” appears.

Press

button to schedule job for printing the Cheque.

Give the job number in the following screen.

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Press

to schedule the print job.

6.0 Creation and Submission of ECS File
Overview Once the payment run has been carried out, system will generate the ECS file , which has to be submitted to bank for ECS. Trigger:
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Automatic payment run will generate a ECS file for the payment method “t” (ECS) The softcopy has to be submitted to bank for making the payments. The softcopy generated will be stored on the user’s desktop and will be sending to bank. 6.0.1Access transaction by:

Via Menus
Via Transaction Code ZF001 On screen “ECS Payment – MCGM “enter information in the fields as shown below:

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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. of file extensions Structure of file extension Output medium Filler for digits in words Press to go to next screen. R/O/C R R R R R R R R R R R R R R

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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. Select suitable G/L from drop down menu list. Enter amount else enter * Select Enter the printer name (dc03) select Enter the printer name (dc03) Enter 13 Enter 1 Enter 0 Enter * Comments

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Double click the line to go to the next screen.

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Click the “type” field to check the print out. Press twice.

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A window will pop up. Give the address to save the soft file of ECS. The file have to be sent to bank for the ECS.

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Message will appear “XXXX bytes transferred.”

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7.0 Withholding Tax Accounting
Overview TDS (Withholding tax) has to be deducted at the time of invoice verification or payment whichever is earlier. In case of down payment to vendor, withholding tax has to be deducted at the time of releasing payment. And in case of invoice verification, tax has to be deducted and accounted at the time of invoice entry. This is possible if required withholding tax code is assigned to vendor master. At the time of accounting (say FB60) system pick respective tax code from vendor master. In case entry does not pertain to withholding tax code, remove tax code which is automatically assigned by system. 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, VCC Cards etc.

Vendor master setting for enabling vendor account calculate withholding tax.

7.1.1 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:

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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:

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Field Name Wtax country Wth.t.type Wth.t.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, etc W1, etc Enable CO

Comments

Press save

to save the changes.

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MCGM 7.1 TDS Certificate Processing

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TDS processing is handled through a separate menu. Enter J1ILN to go to the SAP Easy Access: India Localization menu. 1) Creation of Remittance Challans.

7.1.1 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:

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Field Name Company Code Fiscal Year Business Place/Section Code Posting Dates Section Description R/O/C R R R R R

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FINANCE & CONTROLLING 1 User Action and Values Enter MCGM Enter 2006 Enter MCGM Enter the range for which the certificates to be processed. Select the suitable section from the drop down. For example 194C, 194D etc. Enter the vendor codes Enter “CO” Enter the date Enter the date Enter the G/l A/c. 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.

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Press

button to go to next screen.

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Double click the line displayed to go to next screen

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Put “*” in the amount field and press If OK then save the document

. Simulate the document.

Message will appear ‘Document XXXXXXXX has been posted.”

Update Bank Challan Number 7.1.2 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:

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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. This field is updated automatically. This field is updated automatically. Enter the Bank Challan number. Enter the date Enter “ SBI01”

Press “F8” to update Challan. Message will appear “Challans were updated.”

Vendor Certificate printing (For Income Tax)
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7.1.3 Access transaction by:

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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:

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Field Name Company Code Fiscal Year Business Place/Section Code Section Posting Date Bank Challan Dates Vendors Certificate Date Signatory Designation Place of Printing Press “F8” to go to next screen. Description R/O/C R R R R R R R R R R R

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FINANCE & CONTROLLING 1 User Action and Values Enter MCGM Enter 2006 Enter MCGM Select the suitable IT section For Example 194C,194D Enter the date range Enter the Bank Challan date. Enter the Vendor code Enter the Date Enter the name of signatory. Enter the designation Enter the place of printing ” MUMBAI” Comments

Give the printer name and press
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Vendor Certificate printing (For Works Contract Tax)
7.1.4 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:

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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. Enter the Vendor code Enter the Date Enter the name of signatory. Enter the designation Enter the place of printing ” MUMBAI”

Comments

Press “F8” to go to next screen.

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Give the printer name and press

to print the certificate.

8.0 Advance to Vendors
Overview Trigger: In case of material procurement from government organizations/ PSU, sometimes advance is given to vendors/contractors for supply of material. Business Process Procedure Overview Advance payment to the vendor: Request for advance entered in the Vendor. After Posting the document and after receiving sanction memo payment released by AO (Cash) to the vendor. Procedural Steps 8.1.1. Access transaction by:

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Via Menus Via Transaction Code

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Accounting > Financial Accounting > Accounts Payable > Document entry > Down payments > Request F-47

8.1.2. On screen “Down payment request”, 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. Target Spl. GL R e.g. A Press enter or F8 to get accounting information tab page

Comments

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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: - Once the request is posted to Vendor, Go to F110, for automatic payment transaction and make the down payment. (For Automatic Payment “F110” please refer 1.4.3 Payment to FI vendor

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MCGM 9.0 Security deposit in form of Bank guarantee
Overview

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Trigger: Security deposit is collected from bidder/ vendor at the time of floating for tender or at the time of PO acceptance. This covers some percentage of contract value in form of bank guarantee. This is given to cover contractual obligation as to quality, quantity during contract period plus 6 months after contract period. Once the contract period is over or unsuccessful bidder or expiry of BG period, BG is returned to vendor. 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. Records are maintained in form of manual register to record receipt and return of security deposit Procedural Steps 9.1.1. Access transaction by: Accounting > Financial Accounting > Accounts Payable > Document Entry > Other > Noted Items F-57

Via Menus Via Transaction Code

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On screen “Vendor Noted Item”, 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. 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, if OK press

or Document > Post

Message - Document XXXXX posted. 9.1.3. Document reversal (When the guarantee is to be written off or expired it has to be reversed.) Via Menus
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Via Transaction Code FB08

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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. Enter MCGM
2006 01

Document > Post or press

to reverse document

Message - Document XXXXX reversed.

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MCGM 10.0 Security deposit in form of Check/ DD

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Overview Security deposit is taken from vendors at the time of pre PO or post PO stage in form of EMD. Following processes are covered in this manual – 1. In case of cheque receipt, transaction F-02 will be used. 2. Final repayment of deposit (only in check, not in cash) Trigger: 1. Receipt of security deposit 2. Refund of deposit 3. 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 returned to vendor. In case of contractual failure by contractor, security deposit is forfeited. Procedural Steps For accepting security deposit in check/ DD along with the Invoice and various recoveries. 10.1.1. Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > General Ledger > Posting > General Posting F-02

10.1.2. On screen “Vendor Noted Item”, enter information in the fields as specified in the table below:

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Field Name Document Date Posting Key G/L Account

Description Enter the document date Enter 40 Enter the G/L A/c.

R/O/C R R R

User Action and Values Enter Today’s date Enter Expenditure G/L A/c.

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.

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Field Name Description R/O/C R Fund Enter Fund Functional R Enter Functional Area Area R Fund Center Enter Fund Center GO to Next line R Posting Key Enter 50 R G/L Account Enter the G/L A/c. R Amount Enter amount Press “More” Button to Enter following information R Fund Enter Fund Functional R Enter Functional Area Area R Fund Center Enter Fund Center
GO to Next line

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Enter Revenue G/L A/c.

Posting Key G/L Account Special GL Indicator Amount Business Area Due On Fund Center Fund
GO to Next line

Enter 39 Enter the Vendor A/c. Enter “H” Enter amount Enter Business Area Enter the due date on which the Security deposit is refundable Enter the Fund Center Enter the fund

R R R R R R R R

For Security Deposit

Enter the due date on which the Security deposit is refundable

Posting Key Enter 31 G/L Account Enter the Vendor A/c. Remove the Tax Codes from the Pop up screen and press Enter Amount Enter Amount Business Enter MCGM Place/Section Code Business Area Enter Business area Simulate the document If OK then save the document

Step 2 – Repayment in check For repayment OF Security Deposit, Go to F110, for automatic payment transaction and make the repayment. (For Automatic Payment “F110” please refer 1.4.3 Payment to FI vendor) Step 3 – Forfeiture of Security Deposit
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For forfeiting security deposit 10.1.3. Access transaction by: Via Menus Via Transaction Code

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Accounting > Financial Accounting > General Ledger > Posting > General Posting F-02

10.1.4. On screen “Vendor Noted Item”, enter information in the fields as specified in the table below:

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Field Name Posting Key G/L Account Special GL Indicator Amount Business Area Due On Fund Fund Center
GO to Next line

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Description Enter 29 Enter the Vendor A/c. 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. 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

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11.0 Credit Memo posting
Trigger: You want to raise credit memo on vendor (debit vendor account) for invoice reduction, penalty for breach of PO term etc Business Process Procedure Overview Due to following reasons credit memo can be raised on vendor – 1. Excess invoice verification to be reduced 2. Penalty on vendor for non fulfillment of PO terms 3. Write back vendor balance (not payable) at year end Miscellaneous debit adjustment to vendor invoice after invoice verification other than taxes. Procedural Steps 11.1.1. Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > Accounts Payable > Document entry > Credit memo
FB65

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11.1.2. On screen “Credit Memo”, enter information in the fields as specified in the table below:

Field Name Vendor.

Description

R/O/C R

User Action and Values Comments Enter the suitable Vendor Code Enter the Amount Enter the suitable GL A/c. Enter the Amount Enter the Business Area Enter the Cost Center

Document Date The date of credit memo. R Amount R G/L Account Enter G.L.A/C R Amount Business Area R Cost Center R Press Withholding Tax Tab to go to next page

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Note:-Delete withholding tax code if no tax to be calculated

Field Name

Description

R/O/C

User Action and Values

Comments

Simulate document If correct, post document,>Document>post or save document

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12.0 Refund Procedure
Overview Trigger: In case wrong assessments or wrong meter readings, or deposits etc, MCGM have to refund the Octroi, Property Tax, Deposit. Business Process Procedure Overview A one time vendor will be created in the system. A liability for refund will be created (Invoice booking) and the refund will be given.

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.
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B) Enter the invoice for the amount of deposit received, or refund. Procedural Steps 12.1.1. Access transaction by: Via Menus Via Transaction Code

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

12.1.1. On screen “Enter Vendor Invoice”, enter information in the fields as specified in the table below:

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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. Paper_ Dep) from drop down menu list. Current date Suitable amount Select suitable G/L from drop down menu list. Enter amount else enter * Enter Business Area Enter appropriate Fund Center. Enter appropriate Fund. Enter appropriate Functional Area.

Comments

to go to the address and Bank Data information tab page and enter the following details.

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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. 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. Payment Method R Enter “C” for Cheque or “T” for ECS Payment Block R Select “B” , Blocked for payment

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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. Page No.30 (4.0 Removal of Payment Block) D) Make the payment by automatic payment run as stated earlier (Ref. page no. 32 (2.4 Payment to vendor) and follow the steps as stated therein.

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13.0 Check Management 13.1 Check Register
Trigger: You want to maintain Cheque register, new Cheque lots creation in the system, Cheque cancellation etc. Business Process Procedure Overview Due to various reasons Cheque register is used. 1. Complete List of Cheque for Company. 2. List of Outstanding Checks. 3. Payment Summary for a Payment Run. 4. List of all Voided Checks

Procedural Steps 13.1.1. Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > Accounts Payable > Environment > Check Information > Display > Check Register
FCHN

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13.1.2. On screen “Check Register”, enter information in the fields as specified in the table below:

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Field Name Description Paying Company Code House Bank Account ID Press to go to the next screen.

R/O/C R R R

User Action and Values Enter MCGM Enter SBI01 Enter SBI1

Comments

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13.2 Cancellation of Check
Trigger: You cancel (void) cheques that are accidentally damaged or stolen or rendered unusable for any other reason. Business Process Procedure Overview

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Due to various reasons Cheque is cancelled. 1. Cheque is damaged. 2. Cheque is torned.

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Procedural Steps 13.2.1. Access transaction by: Via Menus Via Transaction Code Accounting > Financial Accounting > Accounts Payable > Environment > Check Information > Void > Unused Checks
FCH3

13.2.2. On screen “Void Checks not used”, enter information in the fields as specified in the table below:

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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. Select suitable void reason code from drop down list. E.g. 04 for ripped during printing.

Comments

Press

to go to the next screen.

Message will appear “Check xxxx have been voided”
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13.3 Maintaining Check Lots
Trigger: Checks supplied by a bank or a printing shop are usually divided into lots, 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. In the Financial Accounting, you must define check lots (number ranges) that correspond to the actual check lots (in the printer, the safe, or your employees' desks). The print program uses this number range to link the check with the payment. Procedural Steps 13.2.1. Access transaction by: Via Menus Via Transaction Code

FCHI

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13.2.2. On screen “Checks Lots”, enter information in the fields as specified in the table below:

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Field Name Description Paying Company Code House Bank Account ID Press to go to the next screen.

R/O/C R R R

User Action and Values Enter MCGM Enter SBI01 Enter SBI1

Comments

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Press

(create)

to go to the next screen.

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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. Enter the date of entering the check lot.

Press

to go to the next screen.

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Press to create the new check lot.

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13.4 Renumbering Checks
Trigger: It may be necessary to renumber the checks maintained in the system. Business Process Procedure Overview During adjustment of the checks, more trial printouts were used than was anticipated. This is why the numbers of the used checks do not correspond with the numbers that were determined in the print run.

Procedural Steps
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13.4.1. Access transaction by: Via Menus Via Transaction Code

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Accounting > Financial Accounting > Accounts Payable > Environment > Check Information > Change > Renumber
FCH4

13.4.2. On screen “Renumber Checks”, enter information in the fields as specified in the table below:

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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.

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. Select suitable void reason code from drop down list. E.g. 04 for ripped during printing. Enter the first new check number .

Comments

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Message will appear “Renumbered from xxxx to xxxx”.

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ACCOUNTS RECEIVABLE 1.0 Customer Master 1.1 Create Customer Master
Overview Trigger: The Enterprise needs to analyze Customer (Sub-ledger) Accounts related information centrally. Business Process Procedure Overview Customer master is required to be maintained for – Booking sales invoice Maintaining customer related information centrally Grouping together similar characteristics vendors

Procedural Steps 1.1.1 Access Create Customer transaction by: Accounting > Financial Accounting > Accounts Receivable > Master Records > Create FD01

Via Menus Via Transaction Code

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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, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click on the ENTER button.

1.1.3 On screen “Create Customer”, enter information in the fields as specified in the table below:

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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

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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.Box

Search Term Department

.

Pin code Company code data segment Reconciliation G/L Account account

Message will appear – Customer Number XXX has been created in Company Code MCGM.

1.2 Change Customer Master
Overview Trigger:
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The Enterprise needs to change certain information of Customer (Sub-ledger) Accounts related information. 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. Customer master information may be required to change due to following circumstances. o Name and Address – Change in official address or communication. o Change in tax related information (Service tax) o Change in bank details of customers o Change of alternate payee o Change in terms of payment

Procedural Steps
1.2.1. Access transaction by:

Via Menus Via Transaction Code

Accounting > Financial Accounting > Accounts Receivable > Master Records > Change
FD02

1.2.2.

On screen ‘Change Customer Master: Initial screen” enter the information in the fields specified in the table below:

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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, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button

1.2.3. On screen ‘Change Customer: Basic screen’, enter the information in the fields as specified in the table below:

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Field Name Basic Data Tab Title Name Search Term Address including Country
P.Box Reconciliation account

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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

.

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click the button to save the changes.

Message will appear – Customer Number XXX has been changed in Company Code MCGM.

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MCGM 2.0 Blocking/Unblocking 2.1 Customer Master Blocking
Overview Trigger: Request for blocking particular customer related transaction. Business Process Procedure Overview Customer master is required to be blocked for –

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In case of defaulted customers or discontinued customer, it will be necessary to block customer master in SAP so that no further documents can be entered in SAP for respective customer.

Procedural Steps
2.1.1. Access transaction by:

Via Menus Via Transaction Code

Accounting > Financial Accounting > Accounts Receivable > Master Records > Block/unblock FD05

2.1.2 Initial screen “Customer block/unblock”, enter information in the fields as specified in the table below:

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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, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click on the ENTER button.

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2.1.3 Details Accounting Screen “Customer Block/Unblock”, enter information in the fields as specified in the table below:

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Field Name Initial Screen Customer Company Code
Press enter

Description Customer Number MCGM
or Go to Customer > Block/unblock

R/O/C R R

User Action and Values Enter the Customer number MCGM

Comments

Details Accounting Screen Posting Block Selected Select company code

R

enter

Save the data by clicking the

button. button.

Message will appear – “The changes have been saved “at the bottom after pressing the

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3.0 Sales accounting 3.1 Scrap sales accounting
Overview Trigger: Revenue will be booked in accounting by way of sales. For this invoice document will be entered in FI module and receipts will be entered against invoice amount. Business Process Procedure Overview Sales order is issued by MSTC (outside agency) for scrap stock sold to outside customer. Based on sales order and DD forwarded by customer to Accounts Officer, Invoice and collection will be entered in SAP system. Based on the receipt generated in SAP, goods will be issued to the customer. Sales tax and Tax Collected at Source (TCS) is recoverable on scrap sales.

Procedural Steps
3.1.1. Access transaction by:

Via Menus Via Transaction Code

Accounting > Financial Accounting > Accounts Receivable > Document entry > invoice FB70

3.1.2. On screen “Enter Customer Invoice”, 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 199 of 314

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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, If document is correct, post the same

3.2 Collection Accounting
Procedural Steps
3.2.1. Access transaction by:

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Via Menus Via Transaction Code

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Accounting > Financial Accounting > Accounts Receivable > Document entry > Incoming payment F-28

3.2.2.

On screen “Post Incoming Payments” enter information in the fields as specified in the table below:

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Field Name Document Date Bank Data, Account Amount Business Area Open Item Selection ,Account Description R/O/ C R G/L R R R R

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User Action and Values Enter the document date. Give G/L based on the receipt. Enter the business Area.

Comments

Document Date Enter the Bank Account number. Enter the amount Enter the business Area Enter the customer Account

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Button.

Select the Invoice against which the payment is to be recorded.
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Save the document by clicking the button.

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MCGM ASSET ACCOUNTING 1.0 Asset Master
1.1 Create Asset
Trigger: There is a business need to create a Fixed Asset master

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BUSINESS PROCESS PROCEDURE OVERVIEW Whenever a new asset is to be procured directly (like Furniture, Motor Car, Computer) or capitalize from a Project, 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.

Procedural Steps 1.1.1 Access Create Asset Master Records transaction by: Accounting Financial Accounting Create Asset AS01 Fixed Assets Asset

Via Menus Via Transaction Code

1.1.2 On screen “Create Asset: Initial Screen”, enter information in the fields as specified in the table below: Field Name R/O/ C Asset Class The grouping which is the R main driver for the assets accounting Company Code The company code to which R the asset is assigned. Number of Number of similar assets R similar assets that you want the system to create. Click Enter Button. Description User Action and Values Select a proper Asset Class based on kind of asset. MCGM Put 1 . Comments

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1.1.3. On screen “Create Asset: Master data”, enter information on the first tab page (General) in the fields as specified in the below table: Field Name Description Description Text R/O/ C R User Action and Values Give a suitable description for the asset like the detailed estimate number and description for a project which will be capitalized. Comments

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Go to next tab page “Time dependant” by clicking the

button at top.

1.1.4 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. get automatically posted based on cost Center selected. Select the proper Fund Center code from the drop down menu.

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

button at top thrice.

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

Field Name Useful life

Description

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

User Action and Values Give a suitable value.

Comments

Click the

button to save the data.

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

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

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

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

Via Menus Via Transaction Code

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

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Click Enter

Button.

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Do the changes and Save

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

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

Via Menus Via Transaction Code

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

Click Enter

Button.

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1.4 Asset Explorer

Trigger: There is a business need to use this function to display and analyze asset values. BUSINESS PROCESS PROCEDURE OVERVIEW This function shows all the values of a fixed asset, including APC values and depreciation, in various forms and summarization levels. Planned values are displayed, as well as values already posted.

Procedural Steps 1.4.1 Access Asset Explorer Records transaction by: Accounting Financial Accounting Asset Explorer AW01N Fixed Assets Asset

Via Menus Via Transaction Code

1.4.2 On screen “Asset Explorer”, 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 it’s Zero.

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On clicking the Tab Planned Value – it gives the overall values of the Asset, Ordinary Depreciation, Down Payments etc.

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On clicking the Tab Posted Values will display the value of the Acquisition, Down payment, Depreciation posted for that year.

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On clicking the Tab Comparison will display the comparison of an asset over the years.

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On clicking the Tab Parameters will display the Useful Life, Remaining Life, Depreciation Start Date etc.

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MCGM 2.0 Asset Acquisition
Trigger: Business needs to acquire an Asset. BUSINESS PROCESS PROCEDURE OVERVIEW

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The primary business process in asset accounting is the purchase of assets and/or the capitalization of an Asset.

2.1 External Acquisition An external asset acquisition is a business transaction resulting from the acquisition of an asset from a business partner. In Asset Accounting (FI-AA) in integration with Accounts Payable (Vendor), but with reference to a purchase order. Procedural Steps 2.1.1 Access External Asset Acquisition transaction by: Accounting Financial Accounting Acquisition external Acquisition F-90 Fixed Assets with Vendor Posting

Via Menus Via Transaction Code

2.1.2. On screen “Acquisition from purchase with vendor”, enter information in the fields as specified in the table below:

Field Name Document date Posting date Account Text Amount Business Area Pst ky Account TTYPE

Description

R/O/ C R R

User Action and Values Give date Acquisition. Give date Acquisition. of of asset asset

Comments

Vendor Account Number R Text field O The value of the Asset R being purchased O Posting Key R Asset number R Transaction Type R

Give suitable text XXXXX Give suitable Area 70 XXXXXXXXXXX 100 Asset Debit External Acquisition

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Simulate the document

and post

.

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3.0 Asset Transfer
Trigger: There is a requirement to transfer an asset. BUSINESS PROCESS PROCEDURE OVERVIEW In Asset Accounting, SAP differentiates between two types of transfer, intra-company and inter- 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, for example, 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. 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.

3.1 Asset Transfer within Company
Using asset transfer within Company, you transfer a fixed asset, or an asset component, to a different asset master record. The target asset has to be in the same company code as the sending asset. Intracompany transfer may be necessary for one of the following reasons: • • • An asset was created in the wrong asset class. Since you cannot change the asset class in the asset master data, you have to transfer the asset to a new master record. You split up an asset or move part of an asset (transfer from asset to asset). You settle an asset under construction and transfer it to a finished asset. Procedural Steps 3.1.1 Access Transfer Asset transaction by: Accounting Transfer ABUMN Financial Accounting Fixed Assets Transfer within company code Posting

Via Menus Via Transaction Code

3.1.2. On screen “Enter Asset Transaction: Transfer within Company code (tab page “Transaction data”, enter information in the fields as specified in the table below:

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Field Name

R/O/ C Asset Asset code for the asset to R be transferred Document date R Posting date R Asset Val Tran The date of transfer –based R on this date the depreciation on transferred asset gets calculated. Text Text field O Existing asset The asset to which the R radio button existing asset will get transferred.

Description

User Action and Values Give asset code which is getting transferred Give date of asset transfer. Give date of asset transfer. Give date of asset transfer.

Comments

Give suitable text Give asset code created in the steps mentioned above in this manual.

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Go to tab page “Partial Transfer” 3.1.3 On screen “Enter Asset Transaction: Transfer within Company code” (tab page “Partial transfer”), enter information in the fields as specified in the table below:

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Field Name Percentage rate

Description

R/O/ C The percentage of existing R asset to be transferred.

User Action and Values 100

Comments In case of partial transfer, the required percentage (less than 100) can be put. This radio button is to be clicked only if the asset gets transferred on the same year in which it was procured. Other wise, the other radio button “Prior year acquis” is to be clicked.
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From current This implies the original R year acq. radio asset which is getting button. transferred pertains to the existing fiscal year.

Click the radio button.

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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. The accounting entries shown above will get posted.

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MCGM 4.0 Asset Retirement
Trigger: One or more assets are to be scrapped and subsequently sold.

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BUSINESS PROCESS PROCEDURE OVERVIEW A fixed asset which has become unusable due to either technological obsolescence, destruction/damage of asset or for any other reason can be either sold or scrapped. The details for that asset will be available in Asset History Sheet. This process deals with sale of Assets after the same has been approved. An Asset or Scrap is sold with Revenue to a customer.

4.1 Asset Retirement with Revenue

Procedural Steps 4.1.1 Access Asset retirement with Revenue transaction by: Accounting Financial Accounting Fixed Assets Posting Retirement Retirement with revenue with customer F-92

Via Menus Via Transaction Code 4.1.2.

On screen “Asset retirement from Sale with Customer”, enter information in the fields as specified in the table below:

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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. Give date Acquisition. of of asset asset

Comments

Customer Account Number R Text field O The value of the Asset R being purchased O Posting Key R Asset number R Transaction Type R

Give suitable text XXXXX Give suitable Area 70 XXXXXXXXXXX 100 Asset Debit External Acquisition

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5.0 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, rather than on an individual basis. The normal Month end processing are

• Depreciation Run • Report Printing The Year end processing are • Fiscal Year change • Depreciation Run • Report Printing

5.1 Depreciation Run Trigger: Normal Month end and Year end activity BUSINESS PROCESS PROCEDURE OVERVIEW Processing of Planned and Unplanned Depreciation. 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). Depreciation posting is to be done on the last day of every month. As described below, if there are any errors, such errors are to be removed and the run again executed. If depreciation run is not done in any month the financial statements (trial balance) will not disclose a true and correct view. Following points must be remembered while undertaking a depreciation run:• Depreciation run has to be executed period wise in chronological order. That is depreciation run can only be executed for a period if it is complete for the previous period. • Always pick test run first. Only if the test run is successful execute the run by removing test run. Till the run is in test status, no General Ledger posting is done.

Procedural Steps 5.1.1 Access Depreciation posting run by: Accounting Processing AFAB Financial Accounting Fixed Assets Depreciation run Execute Periodic

Via Menus Via Transaction Code

5.1.2 On screen “Depreciation posting run”, enter information in the fields as described in the table
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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

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User Action and Values MCGM The fiscal year (2006) Put the correct posting period

Comments . The posting period must be sequential and no posting period can be jumped.

Radio button “planned posting run”

R

Click the radio button.

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Tick the check box “test run” first. Verify no errors found. Go to the toolbar – Program Execute in background. Click the button in the screen that appears. Click the button in the next screen followed by button. A message will appear like “Back ground job was scheduled for program RAPOSTXXXX”. Note the Program number.

Go to SAP main menu, go to toolbar -- System Own jobs. Select the Job and click the details of the job.

to view

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If any errors are shown in transaction, then to know the error ,go to transaction AFBP (Log of Posting Run) . Give the following details:-

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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 . The posting period must be same as that used in transaction AFAB

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)

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Click the Execute button at top and note the error messages that appear. Based on the error massage, rectify the problems and again execute Depreciation posting run for the same period in “test run” mode. Repeat the same exercise, till the test run is executed without any error. After test run is completed without error, execute depreciation posting by removing the “test run”. An accounting document will be generated which can be seen from transaction FB03 with combination of document type AF and posting date (last day of the month for which period posting run is made) Depreciation –Building debit Depreciation –Apparatus & plant debit ----------------------------------------------debit (signifying depreciation for all other asset classes) Accumulated Depreciation –Building credit Accumulated Depreciation –Apparatus & plant credit -----------------------------------------------------------------credit (signifying Accumulated Depreciation for all other asset classes)

5.2 Fiscal Year Change
Trigger: Normal Month end and Year end activity BUSINESS PROCESS PROCEDURE OVERVIEW • From the point of view of the system, a fiscal year change is the opening of a new fiscal year for a company code. At the fiscal year change, the asset values from the previous fiscal year are carried forward cumulatively into the new fiscal year. • The fiscal year change can only be carried out (even in test mode) for the new fiscal year. The earliest that you can carry out a fiscal year change is in the last month of the old fiscal year. • You can choose any point in the new fiscal year for carrying out the fiscal year change. Before you can change to fiscal year YYYY, you must have already closed fiscal year YYYY - 2. You can have a maximum of two fiscal years open for posting at one time

Procedural Steps 5.1.1 Access Fiscal Year Change by: Accounting Processing AJRW Financial Accounting Fiscal Year Change Fixed Assets Periodic

Via Menus Via Transaction Code
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5.1.2 On screen “Asset Fiscal Year Change”, enter information in the fields as described in the table

Click Execute

.

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Click Yes to continue.

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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 . Always run Test run mode to make sure no errors. Remove the tick and run for Real update.

The New fiscal year is open for Asset Posting.

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5.3 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. This report selection tree is a freely definable hierarchical structure. All of the reports in the standard report selection tree are pre-defined with report variants. Therefore, when you call them up, the initial selection screen appears in a simplified form. You can make different initial selections such as, by asset number, asset class, cost center, location, and so on. Procedural Steps 5.3.1. 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

5.3.2 On screen “Asset Balances”, enter information in the fields as described in the table .

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Field Name Company code Asset Number

Description

R/O/ C R O

User Action and Values MCGM The fiscal year (2006)

Comments If particular Asset is not mentioned it will show all the assets.

Report Date List Assets

The details required as of R Date O

Put the desired date Click the Radio Button as preferred

Click Execute to display the reports. The same report can be printed or export to Excel Sheet from the Menu Bar, List Print or Export.

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COST CENTER ACCOUNTING 1.0 Cost Center 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. 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 1.1.1 Access Create Cost Center Master Records transaction by: Accounting > Controlling > Cost center Accounting > Master data > Cost center > Individual processing >Create KS01

Via Menus Via Transaction Code

1.1.2

On screen “Create Cost Center: Initial Screen”, enter information in the fields as specified in the table below: Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 243 of 314

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Field Name Description R/O/ C R

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User Action and Values Enter the controlling area.

Comments This is in a pop up window prior to continuing with the next 2 items below. The code is to be given following the coding convention.

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.g. From:- 01/04/2006 To:- 31/12/9999

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter
1.1.3.

Button

On screen “Create Cost Center: Basic Screen”, enter information in the fields as specified in the below table:

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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

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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, Give the corresponding Business Unit name Select proper category from the drop down list like “1” for Service, “2” for Administration etc. Select the drop down arrow to select the proper hierarchy code which will be based on Business unit and service. 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, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Save data by clicking button

Message will appear – Cost Center has been created.

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MCGM 1.2 Change Cost Center
Overview Trigger: There is a business need to change an existing cost center.

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Business Process Procedure Overview A cost center is an organizational unit within a controlling area that represents a clearly delimited location where costs occur. 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) Sometimes a need may arise to change certain fields in a Cost Center.

Procedural Steps
1.2.3. Access transaction by:

Via Menus Via Transaction Code

Accounting > Controlling > Cost center Accounting > Master data > Cost center > Individual processing >Change KS02

1.2.4.

On screen ‘Change Cost Center: Initial screen” enter the information in the fields specified in the table below:
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Field Name Cost Center

Description R/O/C 10 Char. 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, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button

1.2.3. On screen ‘Change Cost Center: Basic screen’, enter the information in the fields as specified in the table below:

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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

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User Action and Values Change the existing name if required. Change the existing description if required. Change the designation of the person responsible. Change the department name Change Cost Center category after selecting the same from the drop down list.

Comments

Enter name of the O department to which the cost center belongs Center Cost Center category O

Hierarchy Area

As previously defined in the O Cost Center Standard Hierarchy

Select the drop down button and select the proper hierarchy area.

Business Area

Enter business area to O which the cost center belongs

Select the drop down button and select the proper business area.

It is preferable not to change the cost center category, particularly if any transaction has taken place in that Cost Center. It is preferable not to change the hierarchy area, particularly if any transaction has taken place in that Cost Center. It is preferable not to change the business area, particularly if any transaction has taken place in that Cost Center.

Currency

.

O

Enter INR

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click the button to save the changes.

Message will appear – Cost Center has been changed.

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MCGM 2.0 Cost Center Group 2.1 Create Cost Center Group
Overview Trigger: The Enterprise needs to establish a Cost Center Group. Business Process Procedure Overview

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Alternative cost center hierarchies created in the system are commonly called "cost center groups" – which will be used mainly for reporting purposes. These Cost Center Groups contain only those Cost Centers which are relevant for a particular report. As many Cost Center Groups as required can be created. 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.

Procedural Steps
2.1.2. Access transaction by:

Via Menus Via Transaction Code

Accounting > Controlling > Cost center Accounting > Master data > Cost center Group > Create KSH1

2.1.2 On screen “Create Cost center group: Initial Screen”, enter information in the fields as specified in the table below:

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Field Name Description R/O/C Cost center The name of a node in R group hierarchically structured groups.

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User Action and Values Comments Enter a proper code for Cost The group Center Group. name must be unique and created as per the coding convention

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “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)

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2.1.3 On screen “Create Cost center group: Structure”, add a new node to a top node or sub node by entering information in the fields as specified in the table below:

Create a sub Cost Center Group under the main Cost Center Group MCGM. Take the cursor to the button with narration “Lower Level”. 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. button.

Message will appear – “The changes have been saved “at the bottom after pressing the

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2.2 Change Cost Center Group
Overview Trigger: The Enterprise needs to establish a Cost Center Group. . 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. These Cost Center Groups contain only those Cost Centers which are relevant for a particular report. As many Cost Center Groups as required can be created. 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. The Cost Center Groups may have to be changed based on need/necessities.

Procedural Steps
2.2.1Access transaction by:

Via Menus Via Transaction Code

Accounting > Controlling > Cost center Accounting > Master data > Cost center Group > Change KSH2

2.2.2 On screen “Change Cost center group: Initial Screen”, enter information in the fields as specified in the table below:

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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, in column “R/O/C” ; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button

Click one of the Cost Center Groups on which changes is to be made
1.3 On screen “Change Cost center group: Structure”, add /delete Cost Centers as described below:-

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• 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. Then remove that selected Cost Center from the Cost Center Group by pressing F5 key or click button. • Addition of a Cost Center to the Group Click the button with narration “Cost Center”. Key in the code of a new Cost Center that is required to be added to this Cost Center Group. Save the data by clicking the button and then by pressing the button. button

Message will appear – “The changes have been saved “ at the bottom after pressing the

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3.0 Cost Element 3.1 Create Cost Element -Primary
Overview Trigger: A new General Ledger Account (for expense or revenue) has been opened and for that a primary Cost Element has to be created. Business Process Procedure Overview A Cost Element is “Cost Carrier”, that is, it carries cost to the CO from FI/Other modules. Primary Cost Elements are nothing but General ledger accounts for expense or revenue, that is Profit & loss Accounts. 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.

Procedural Steps
3.1.1. 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

3.1.2.

On screen “Create Cost Element: Initial Screen”, enter information in the fields as specified in the table below:

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Field Name Description R/O/ C R

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User Action and Values Enter the controlling area.

Comments This is in a pop up window prior to continuing with the next 2 items below. This can only be created after the G/L A/c is created.

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. From:- 01/04/2006 To:- 31/12/9999

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button

3.1.3.

On screen “Create Cost Element: Basic Screen”, enter information in the fields as specified in the below table:

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Field Name Name Description Description Cost Element Name Cost Element description R/O/ C R R

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User Action and Values Same name as given for the General Ledger Account will appear by default. Same description as given for the General Ledger Account will appear by default. Select 1 if the Cost Element is created for a Expense related General Ledger Account. Select 11 if the Cost Element is created for Revenue related General Ledger Account.

Comments

Cost Element Cost Element category – R category This defines whether a Cost element belongs to expense/revenue

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Save data by clicking button

Message will appear – Cost Element has been created.

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MCGM 3.2 Create Cost Element -Secondary
Overview

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Trigger: A new Activity-type is to be created/ new formula for fixing overhead rates has come, or a new activity /overhead allocation method has come which necessitates creation of a secondary Cost element.

Business Process Procedure Overview A Secondary Cost Element is a “Cost Carrier”, which carries cost from one Cost Object to another (like from one Cost Center to another) within the CO module itself. Unlike primary cost elements secondary cost elements has no link with any other module.

Procedural Steps 3.2.1. 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

3.2.2.

On screen “Create Cost Element: Initial Screen”, enter information in the fields as specified in the table below:

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Field Name Description R/O/ C R

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User Action and Values Enter the controlling area.

Comments This is in a pop up window prior to continuing with the next 2 items below. The secondary cost element code should be given as per coding convention.

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, that is, whether for activity type/overhead rate allocation etc. From:- 01/04/2006 To:- 31/12/9999

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button

3.2.3. On screen “Create Cost Element: Basic Screen”, enter information in the fields as specified in the below table:

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Field Name Name Description Cost Element Name R/O/ C R

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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, the name will not come automatically Give suitable description like Unlike Cost Element to measure primary cost Project Labor Activity element, the (Maximum 40 characters) name will not come automatically Select 43 if the Cost Element is for Internal Activity Allocation.

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Save data by clicking button

Message will appear – Cost Element has been created.

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MCGM 3.3 Change Cost Element –Primary & Secondary
Overview

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Trigger: Primary Cost Element has to be changed if the name of the GL Account .In case of secondary cost element , a new activity /overhead allocation method has come which necessitates creation of a secondary Cost element. Business Process Procedure Overview A Cost Element is “Cost Carrier”, that is it carries cost either to the CO from FI/Other modules. (Primary Cost Elements) or within CO module from one Cost object to another (Cost Center to Cost Center). Primary cost elements are nothing but General Ledger accounts for expense/revenue. If required, certain fields of a Cost element can be changed.

Procedural Steps 3.3.1. 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

3.3.2.

On screen “Change Cost Element: Initial Screen”, enter information in the fields as specified in the table below:

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Field Name Description R/O/ C R

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User Action and Values Enter the controlling area.

Comments This is in a pop up window prior to continuing with the next 2 items below.

Set Controlling Controlling area area

Cost Element

Organizational Unit to be R changed as Cost Element

Give the code of the Cost element which is to be changed. (Primary or secondary)

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button

3.3.3.

On screen “Change Cost Element: Basic Screen”, enter information in the fields as specified in the below table:

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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

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User Action and Values Change the name Change description

Comments

This field should not be changed.

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Save data by clicking button

Message will appear – Cost Element has been changed.

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MCGM 4.0 Cost Element Group 4.1 Create Cost Element Group

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Overview Trigger: Request for a Cost Element Grouping. 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. Any number of cost element groups can be created based on the reporting need. Cost Element Groups can be created for both Primary and Secondary Cost Elements.

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

>

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4.1.2 On screen “Create Cost Element Group: Initial Screen”, enter the specified information in the fields in the table below:

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Field Name Cost Group Element Description R/O/ C R

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User Action and Values

Comments

New Cost Give a suitable code. Coding Element Group can be either numeric or Name alphanumeric. (Note: On above table, in column “R/O/C”, “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button

Enter the description of the Cost Element Group like “Tax Revenue” (description can be a maximum of 40 characters) 4.1.3. 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. 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)
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Save the data by clicking the

button and then by pressing the

button.

Message will appear – “The changes have been saved at the bottom after pressing the button.

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4.2 Change Cost Element Group
Overview Trigger: Request for a Cost Element Grouping. 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. Any number of cost element groups can be created based on the reporting need. Cost Element Groups can be created for both Primary and Secondary Cost Elements. If required Cost Element Groups can be changed.

Procedural Steps
4.2.1 Access transaction by:

Via Menus Via Transaction Code

Accounting > Controlling > Cost Element Accounting > > Master Data > Cost Element Group > Change KAH2

4.2.1. On screen “Change Cost Element Group: Initial Screen”, enter the specified information in the fields in the table below: 30.9.2006 Created on Prepared by: Sanjeev & Nathan SISL Consulting Team Version: 1.0 Page 279 of 314

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Field Name Cost Group Element Description R/O/ C R

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User Action and Values

Comments

Give the name of the Cost Element Group to be changed. (Note: On above table, in column “R/O/C”, “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button

4.2.3 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

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Select one of the existing Cost Elements by placing the cursor on it and then press the F9 key or click button. Then remove that selected Cost Element from the Cost Element Group by pressing F5 key or click button. The Cost elements wrongly entered can be removed by this. Addition of a Cost Element to the Group Click the button with narration “Cost Element”. Insert any additional Cost element(s) which should have belonged to this group. Save the data by clicking the button and then by pressing the button.

Message will appear – “The changes have been saved at the bottom after pressing the button.

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MCGM 5.0 Activity Type 5.1 Create Activity Type
Overview Trigger:

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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. Activity inputs from a sender cost center mean that a receiver (another cost center or an order, process, and so on) is drawing on the resources of the sender cost center. Valuation of activity quantities is made with an allocation price calculated based on the managerial strategy chosen. Some of the expenses (like man hour worked in a particular project/for maintenance activity) may have to be booked using actual activities performed, 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. cost center performed certain quantifiable work on a project, that is, WBS element) to the one for which the activity has been performed (in this example WBS element).

Procedural Steps
5.1.1. Access transaction by:

Via Menus Via Transaction Code

Accounting->Controlling->Cost Center Accounting->Master Data->Activity Type->Individual Processing->Create KL01

5.1.2 On screen “Create Activity Type: Initial Screen”, enter information in the fields as specified in the table below:

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Field Name Activity Type Valid from Valid to Description R/O/ C 6 Char. Identifier that R identifies the Activity Type to be created the R the R

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User Action and Values

Comments

Period from which particular activity is valid Period up to which particular activity is valid

Give a suitable code for the Code should be activity type based on the given based on kind of activity coding convention. 01.04.2006 31.12.9999

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button

5.1.3 Create Activity Type: Basic Screen (Basic Tab)

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Field Name Name Description Activity Unit Description Identifier that defines the name of the Activity type 40 Char. Identifier that describes the Activity Type. Identifier that defines the activity type unit of measure –will depend on the activity selected R/O/C R O R

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CCtr categories

Identifier that defines which R cost center categories are allowed for planning or as the sender CCtr.

A category

Typ 1 Char. Identifier that R identifies the method of activity quantity planning and activity allocation Alloc. Cost Cost element used to R Element allocate the activity types costs to cost object(s). It will be secondary Cost Element Price indicator Key that defines how price R is to be calculated.

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, for example for if the activity is for Labor cost allocation based on Hrs worked, it should be Hrs. If the activity can be Performed by all Cost Center Put “*”. Otherwise, specific Cost Center category like “A”, “O” etc may be booked. 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. Put “1” Secondary CE should be created before activity type is created.

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Save data by clicking button

Message will appear – Activity Type has been created.

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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. Activity inputs from a sender cost center mean that a receiver (another cost center or an order, process, and so on) is drawing on the resources of the sender cost center. Valuation of activity quantities is made with an allocation price calculated based on the managerial strategy chosen. Some of the expenses (like man hour worked in a particular project/for maintenance activity) may have to be booked using actual activities performed, 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. cost center performed certain quantifiable work on a project, that is, WBS element) to the one for which the activity has been performed (in this example WBS element). After creation of an Activity type, only certain fields for the same can be changed.

Procedural Steps
5.2.1. Access transaction by:

Via Menus Via Transaction Code

Accounting > Controlling > Cost Center Accounting > Master Data > Activity Type > Individual Processing > Change KL02

5.2.2. On screen “Change Activity Type: Initial Screen”, enter information in the fields as specified in the table below:

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Field Name Activity Type Description R/O/ C Identifier that identifies the R Activity Type to be created

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User Action and Values Give the activity type code which is to be changed.

Comments

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button

5.2.3. Change Activity Type: Basic Screen (Basic Tab)

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Field Name Name Description Activity Unit Description Identifier that defines the name of the Activity type 40 Char. Identifier that describes the Activity Type. Identifier that defines the activity type unit of measure –will depend on the activity selected R/O/C R O R

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CCtr categories

Identifier that defines which R cost center categories are allowed for planning or as the sender CCtr.

Typ 1 Char. Identifier that R identifies the method of activity quantity planning and activity allocation Alloc. Cost Cost element used to R Element allocate the activity types costs to cost object(s). It will be secondary Cost Element A category Price indicator Key that defines how price R is to be calculated.

User Action and Values Comments The name may be changed, if required. Description may be changed, if required. This field should not be Changed after activity Allocation. Only before any actual allocation has taken place, this Unit may be changed. If the particular activity on Should be restricted for Only certain category of Cost Centers, 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. This field should not be Changed after activity Allocation. Only before any actual allocation has taken place, this secondary Cost element may be changed. This field should not be Changed.

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Save data by clicking button

Message will appear – Activity Type has been changed.

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MCGM 6.0 Statistical Key Figure 6.1 Create Statistical Key Figure
Overview Trigger:

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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. For example, one cost distribution parameter is number of employees, then the same may be defined as an SKF and the numbers defined in the respective SKF. At the time of cost distribution, the SKF has to be assigned to the rule and expense will get distributed automatically.

Procedural Steps
6.1.1. Access transaction by:

Via Menus Via Transaction Code

Accounting > Controlling > Cost Center Accounting > Master Data > Statistical Key Figure > Individual Processing > Create KK01

6.1.2. On screen “Create Statistical Key Figure: Initial Screen”, enter information in the fields as specified in the table below:

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Field Name R/O/ C Stat. Key Identifier that identifies the R figure SKF to be created Description

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User Action and Values Give a suitable SKF code

Comments

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button

6.1.3. Create Statistical Key figure: Master data

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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. Key Fig. cat These buttons determines whether the SKF values are to be defined once or every month –Fxd is once and Tot. Values are for every month. R/O/C R R

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User Action and Values Comments Give a suitable name based on the nature of statistical key figure. Select proper UoM, for example in case of employee related SKF, it should be PRS (no. of persons) Select Radio Button “Fxd val” It will vary on SKF Selected. For Example in case If a parameter is Electricity charge, The “Tot” value is To be selected, As it will vary from Month to month.

R

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Save data by clicking button

Message will appear – Data has been saved.

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MCGM 7.0 Activity Price 7.1 Planning Activity Price
Overview Trigger:

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An activity type has been created for which activity price planning is required. Business Process Procedure Overview After creation of an activity type, 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. Thus if an Activity type is created for Overhead distribution relating to Labor, then price for that activity has to be planned for per unit, that is, per hour Labor Cost. Only after this planning is done, 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.

Procedural Steps
7.1.1. Access transaction by:

Via Menus Via Transaction Code

Accounting > Controlling > Cost Center Accounting > Planning > Activity Output/Prices> Change KP26

7.1.2 On screen “Change Activity Type/Price Planning: Initial Screen”, enter information in the fields as specified in the table below:

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Field Name Version From period To period Cost center R/O/ C The planning version. R The period from which the R Cost center/activity type combination is active The period up to which the R Cost center/activity type combination is active The sender Cost Center or the R Cost Center that will perform the particular activity. Description User Action Values Put “0” Put 1 Put 12 Put suitable Center

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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, then Cost Centers having that Cost Center category can only be given. required

Click radio button “Form based”

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click overview Button

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7.1.3 On screen “Change Activity Type/Price Planning: Overview Screen”, enter information in the fields as specified in the table below:

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Field Name Price (Fixed) Description Price per unit of the activity R/O/C R

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User Action and Values Comments Put a suitable price for the particular activity.

The other populated fields in the screen shot will pick values automatically from the Activity type master. (Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)

Save data by clicking

button

Message will appear – Changed Data has been posted.

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MCGM 8.0 Statistical Key Figure Value 8.1 Planning Statistical Key Figure Value
Overview Trigger:

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A Statistical key figure has been created for which value planning is to be done. Business Process Procedure Overview After creation of a Statistical key figure, 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. Thus if an SKF is created for cost distribution based on number of employees, then value for that SKF has to be planned for that is number of employees. Only after this value is defined, can the respective SKF be used to distribute the cost from the sender Cost center to the receiver Cost Center.

Procedural Steps
8.1.1. Access transaction by:

Via Menus Via Transaction Code

Accounting > Controlling > Cost Center Accounting > Planning > Statistical Key Figure > Change KP46

8.1.2 On screen “Change Statistical Key Figure Planning: Initial Screen”, enter information in the fields as specified in the table below:

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Field Name Version From period To period Cost center R/O/ C The planning version. 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

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and Comments

Stat. 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. Decides the layout in the R Free/Form following screen based (radio button)

Put suitable Cost Center Put the required SKF code.

Click radio button “Form based”

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click overview Button

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1.3 On screen “Change Statistical Key Figure Planning: Overview Screen”, 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, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional)

Save data by clicking

button

Message will appear – Changed Data has been posted.

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9.0 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. Business Process Procedure Overview Manual Reposting of Cost from one Cost Center to another. Sometimes there are possibilities that an expense has been booked to a wrong Cost Center but to a correct General ledger Account. Under those circumstances rather than reversing the FI document, it is handier to change the Cost Center. The following points are to be further remembered in this regards:• There is no sender check while reposting cost. That is, if the original cost center has a value of Rs 10000/- and reposting is done to another Cost Center for Rs 11000/-, system will not throw any error message. Therefore it is imperative that one has to be extremely careful while manually reposting cost. If an expense belongs to more than one Cost Center, the same can be manually reposted to the correct Cost Centers. For example, the original Cost Center has a cost of Rs 10000/-, a part of which (say Rs 3000/-) belongs to another Cost Center and another Rs 2000/- belongs to yet another Cost Center. Manual reposting can be done to both these Cost Centers for Rs 3000 and Rs 2000/- whereas the original Cost Center will get credited by Rs 5000/- and retain remaining balance amount of (Rs 10000-Rs 5000) Rs 5000/-. Thus Cost distribution of elementary nature can also be done through Manual reposting of cost

Procedural Steps
8.1.1. Access transaction by:

Via Menus Via Transaction Code

Accounting > Controlling > Cost Center Accounting > Actual Postings > Manual reposting of Costs> Enter KB11N

8.1.2. On screen “Enter Manual Repostings of Primary Costs”, enter information in the fields as specified in the table below:

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Field Name Doc date Pstg date Period Doc Text Scrn variant CCtr(old) Cost Elem. 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

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User Action and Values Give current date Give current date Automatically defaulted based on posting date Any proper reference may be given here. Select 01SAP Cost Center. Give the Cost Center code from which the amount is to be reposted. Give code of the cost element which actually posted the cost to the original 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. 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. more than one. Put suitable text

(Note: On above table, in column “R/O/C”; “R” = Required, “O” = Optional, “C” = Conditional) Click Enter Button button

Save data by clicking

Message will appear – Controlling document XXXXX has been generated. Note the document number (This document number will be a controlling document number).

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10.0 Distribution of Overhead Costs
Overview Trigger:
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A overhead cost is originally booked to a Cost Center needs to be distributed to vehicle through maintenance order. Business Process Procedure Overview Indirect costs such as Utility Bills, Salary, Wages, Admin Expenses etc. incurred for a Garage are directly booked to Cost Center, as these are common expenses. At the end of a period such costs have to be booked on Vehicle as per the predefined ratio given by MCGM.

Procedural Steps 10.1 Creation of Assessment Cycle (Rule)
10.1.1 Access transaction by:

Via Menus Via Transaction Code

Controlling > Cost Center Accounting > Period End Closing > Current Settings > Define Assessment S_ALR_87005742

10.1.2. On screen “Change Actual Assessment Cycle”, enter information in the fields as specified in the table below:

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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.

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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 .

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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

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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.

R/O/ C R R R

User Action and Values Enter the suitable cost center Enter the suitable cost element Enter the suitable order.

Comments

10.2 Executing Assessment Cycle (Rule)
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Accounting >Controlling > Cost Center Accounting > Period End Closing > Single Functions > Allocations > Assessment KSU5

10.2.2. On screen “Execute Actual Assessment”, 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. Check the result and if result is ok ten remove the tick from the check box- Test run and press “F8 “to execute the cycle.
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R/O/ C R R R

User Action and Values

Comments

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