SAP ECC 6.

0
DEMO OF EXPORT SALES - API

Domestic Sale From Factory Process Flow

Create Sales Order

VA01

Extract RG1 Excise

Register J2I5

Create Delivery
Document VL01N

Print RG1 Excise

Register J2I6

Create Commercial
Invoice VF01

Create ARE1 form

Create Excise
Invoice J1IIN

Update RG1 Excise

Register J1I5

Update ARE1 form

Close ARE1 form

CREATE SALES ORDER T-CODE VA01

To create a Sales Order enter the TCODE VA01 in the command line

T-CODE VA01

Create Sales Order Initial Screen VA01

Sales Order Type for Export Sales

transaction is ZEXP
The sales area for Domestic Sales will be
ORGP/EX/ 00.
The Sales Organisation ORGP represents the API
Sales Org.
The distribution channel EX represents the
Exports sale distribution channel.
The division 00 represents Cross Division.
Sales area represents the distribution channel that a
sales organisation uses to sell the products of a
division.

Sales Order: Overview

Mandatory fields are

Sold-To-Party,
Ship-To-Party,
Material Code, Qty,
And Plant

Double click on the material to

enter the item level view to check
the item level details

Batch Number can be entered in

the sales order itself if the batch
number is known.

CONDITION TAB AT ITEM LEVEL IN SALES

ORDER

The Condition Tab view at the item level

displays the pricing details of the item

The different pricing elements are represented

by the different condition types. Here the
different condition types are:

Here ZEXP is a manual condition which

needs to be filled manually with the agreed
selling price

ZEXP Basic Price

JMOD Basic Excise duty
JECS Education Cess
JA1X Higher Education Cess

CHECKING THE INCOMPLETION LOG FOR

COMPLETENESS OF THE SALES DOCUMENT

Click on the Edit button on the Menu Bar

and select the Incompletion Log button to
check whether all the mandatory fields have
been filled. In case mandatory information
is not filled then in that instance the system
will display message intimating that the field
needs to be filled for the order to be
considered Complete. An incomplete
sales order cannot be processed further.

SALES ORDER SAVED

If the document is complete then the

below message is displayed by the
system post which the Sales Order
can be saved

SALES ORDER SAVED

The Exports sales order is saved and

Order Number generated
automatically by the system

CREATION OF DELIVERY DOCUMENT VL01N

In the initial Outbound Delivery

screen, the following details need
to be maintained:
1. Shipping Point
2. Selection Date
3. Order Reference Number

T-CODE VL01N

PICKING DETAILS TO BE ENTERED

Picking Tab needs to be clicked to

enter the picked quantity

PICKING DETAILS ENTERED AND POST

GOODS ISSUE EXECUTED

The Storage Location field and

the Picked Quantity field needs to
be filled. Batch Number needs to
also be entered in the event that it
has not entered in the Sales Order.

Post Goods Issue Tab needs to be

clicked once the details are filled

DELIVERY DOCUMENT SAVED

The Delivery Document is saved and

a reference number is generated by
the system automatically

DOCUMENT FLOW

Enter the T-Code VL02N and click on

the Document Flow button

T-Code VL02N

DOCUMENT FLOW GOODS ISSUE DELIVERY

DOCUMENT SELECTION

Select the Goods Issue delivery

document and press the display
document button

GOODS ISSUE MATERIAL DOCUMENT

DETAILS

Click on the Accounting Document

button to check the accounting
entries

ACCOUNTING DOCUMENT ANALYSIS

In the subsequent window select the

Accounting document line and click
on the magnifying glass

ACCOUNTING DOCUMENT WITH THE GOODS

ISSUE ACCOUNTING ENTRIES

In the subsequent window the

accounting entries are displayed
which represents the accounting
impact of the goods issue

CREATION OF THE BILLING DOCUMENT

VF01

Enter the T-Code VF01 to create the

billing document in the command field

BILLING DOCUMENT CREATION INITIAL

SCREEN

Enter the Delivery Document number

as Reference to create the billing
document

BILLING DOCUMENT - OVERVIEW

In the Initial Screen all the details are

prefilled, please check whether the
details like Payer, Billing Date,
Material, Qty to be billed, etc are
correctly populated in the initial
screen
Double Click on the item or the
magnifying glass at the left hand
bottom screen to check the item level
details

BILLING DOCUMENT ITEM LEVEL

CONDITION TAB DETAILING PRICES

At the item level click on the

conditions tab and check whether the
prices copied herewith are correct

BILLING DOCUMENT - HEADER VIEW

If the billing date needs to be

changed, please click on the
magnifying glass near the Billing date
field. This will take you into the
Header View

BILLING DOCUMENT HEADER VIEW

CHANGE BILLING DATE

In the Header Tab , you can change

the date in the Billing Date Field.

FOREIGN TRADE DETAILS MAINTAINED AT THE

HEADER LEVEL OF THE BILLING DOCUMENT

In the case of Export Sales the

ForTrade/Customs field also needs to
be updated. The Handling tab
and the Geography tab needs to
be updated

BILLING DOCUMENT HEADER LEVEL

FOREIGN TRADE/ CUSTOMS DETAILS

The Geography tab updated

BILLING DOCUMENT SAVED

If everything is proper in the Billing

Document , save the billing document
by pressing the Save Button

The Billing document number is auto

generated by the system on clicking
the save button.

CHANGE BILLING DOCUMENT

Using the T-Code VF02 we can

check the accounting impact of the
billing document generated

Select the Document Flow to check

the completeness of the preceding
sales documents
T-Code VF02

ACCOUNTING DOCUMENT

Select the Accounting document and

click on Display Document button

ACCOUNTING DOCUMENT DETAILS

The accounting entries are displayed

which reflect the impact of the billing
document creation

COMMERCIAL INVOICE PRINT T-CODE VF02

To take a printout of the commercial

invoice use the T-Code VF02 and
enter the billing document number
that needs to be printed in the billing
document field

COMMERCIAL INVOICE PRINT

Click on the Billing Document button

in the menu bar and click on the
Issue Output To button

COMMERCIAL INVOICE PRINT

Select the Output Type ZD06 and

click on the preview button for the
print preview

COMMERCIAL INVOICE PRINT

CREATION OF EXCISE INVOICE J1IIN

Billing document number should be

entered in the the Billing
Document field. The actual
Posting Date needs to be entered.

T-CODE J1IIN

CREATION OF EXCISE INVOICE

Simulate Button helps

simulate the excise
invoice creation

The Utilization Button

allows to check the
balances available for
utilization prior to the
saving of the excise
invoice.
The excise values auto
populate in the respective
excise fields. Check the
values.

The excise
reference field
displays the Billing
number which was
referenced to create
this excise invoice

SELECTION OF THE EXCISE INVOICE TYPE

Click on the pencil icon to

specify if the exports is being
done Under Bond/ No Bond/
Deemed/ Letter Of Undertaking

SELECTION OF EXCISE INVOICE TYPE

EXCISE INVOICE SAVED

Excise Invoice saved

and invoice number
auto generated

PRINTING EXCISE INVOICE

Use the T-CODE

VF02 to print the
Excise Invoice. Enter
the Billing document
number and click on
the Billing Document
button

PRINTING OF EXCISE INVOICE

Click on the Issue

Output To

PRINTING OF EXCISE INVOICE

Select the Output

Type ZI10 and then
click the Print
Preview button to
preview the excise
invoice or the Print
button to print the
excise invoice.

PRINTING OF EXCISE INVOICE

UPDATION OF EXCISE REGISTER RG1

RG1 is the register prescribed

by the excise dept. for daily
entry of production and
dispatches. It is a daily stock
report and should be run
everyday after all the
transactions are completed for
the day. This process is called
updation of the register

T-CODE for updating RG1

register is J1I5

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UPDATION OF EXCISE REGISTER RG1

Once the fields are

filled then the
execute button
needs to be clicked

For Updating the register the following

fields need to be maintained:
1. Company
2. Plant
3. Excise Group
4. Posting Date the transaction is
being run for
5. Classification

Document
Post date
should be
selected

RG1 should
be clicked

RG1 entries need to be classified as to

whether they are receipts from
manufacture or are other receipts.
Similarly during Issues which clearance
is selected i.e. with payment of excise
duty or without payment of excise duty.
This classification will help report the
transactions under various headings as
required by the Excise
Commissionarate.

UPDATION OF EXCISE REGISTER RG1

INWARD ENTRY

In this current screen, the material

along with the batch and qty details are
mentioned as received from
Manufacture. This needs to be first
updated in the RG1 register as receipts.

The entry needs to be selected by

ticking the box and then Simulate
button should be clicked to simulate the
transaction.

UPDATION OF EXCISE REGISTER RG1

INWARD ENTRY

The colour Green on clicking the

simulation button indicates that the
entry can now be posted to the RG1
register

Click on the Posting Button once the

system has displayed the Green
indicator

UPDATION OF EXCISE REGISTER RG1

INWARD ENTRY

Once the posting is done the below

message is displayed the Processing
is over for 1 record

UPDATION OF EXCISE REGISTER RG1

OUTWARD ENTRY

Once the Inward entry is updated in

the RG1 register, the Outbound
delivery entry will also need to be
updated in the RG1 Register which will
suggest that the delivery has been
executed against the above receipt
Again , the following fields need to be
maintained:

Click Execute once all the fields are

filled

1. Company
2. Plant
3. Excise Group
4. Posting Date
5. Material
6. Batch (if known)
7. Classification This will be either
IDH/ IDE/IWE/IWT/IWO, etc
depending on the type of
transactions
8. Select Document Post Date and
RG1 register field

UPDATION OF EXCISE REGISTER RG1

OUTWARD ENTRY

Once the Execute button is clicked the

appropriate entry is displayed which
now needs to be Simulated prior to
posting in the RG1 register

Select the entry and click on the

Simulate Button

UPDATION OF EXCISE REGISTER RG1

OUTWARD ENTRY

If the indicator is green then it means

that the entry can now be posted to the
RG1 register

Click on the Posting button once the

indicator is green

UPDATION OF EXCISE REGISTER RG1

OUTWARD ENTRY

The outbound delivery entry has also

been posted to the RG1 register

EXTRACTION OF RG1 REGISTER

Once the RG1 Register is Update it

needs to be extracted for a particular
period.
T-CODE for Extraction of RG1 register
is J2I5

EXTRACTION OF RG1 REGISTER

For extracting the RG1 Register the

following fields need to be filled:
1. Excise Group
2. Start Date of extraction
3. End Date of extraction
4. Select RG1 Register as we need the
details of RG1 register for a
particular period
Once the details are filled click on
Execute

EXTRACTION OF RG1 REGISTER

The register name with a Green tick

will appear if successfully extracted

PRINTING OF RG1 REGISTER

Once the RG1 Register is extracted for

the selected period, the details can be
printed using the T-Code J2I6

PRINTING OF RG1 REGISTER

Select the Register RG1 and

Execute

PRINTING OF RG1 REGISTER

Enter the following details:

Excise Group
Start Date and End Date
Select the Excel Form for saving
the details in an Excel sheet

PRINTING OF RG1 REGISTER

Select the path to save the RG1 excel

sheet

PRINTING OF RG1 REGISTER

Excel Sheet with the RG1 register

extract

CREATE BOND J1BN01

If export is being done under bond the

Bond details can be maintained by
executing the T-Code J1BN01

All the details need to be maintained

as per the fields

BOND DETAILS SAVED

Bond Details have been saved and

reference number generated by the
system

CREATE ARE-1 DOCUMENT

To create ARE-1 form, enter the TCode J1IA101

CREATE ARE-1 DOCUMENT

Enter the Outgoing Excise Invoice

number in the field and execute

CREATE ARE-1 DOCUMENT

Select the correct Excise Invoice

number

CREATE ARE-1 DOCUMENT

All the details auto populate in the

initial screen, check if the details have
pulled correctly

CREATE ARE-1 DOCUMENT

Click on the Bond/UT-1 Detail button

and enter the reference bond details if
the export is against a bond

CREATE ARE-1 DOCUMENT

After the checks and necessary fill ups

post the ARE-1 document

The excise invoice summary will

provide details of the excise invoice
referenced

CREATE ARE-1 DOCUMENT

ARE-1 is saved and posted

UPDATE ARE-1 DOCUMENT

To Update, change or display the

posted ARE1 document use the same
T-Code J1IA101 and select the
appropriate function from the drop box

Imp: Once posted, the ARE-1 cannot

be changed but can only be cancelled.

UPDATE ARE-1 DOCUMENT

Update the details and then save the

ARE-1 document

UPDATE ARE-1 DOCUMENT

PRINT ARE-1 DOCUMENT

For printing the ARE-1 document type

the T-CODE ZARE1

PRINT ARE-1 DOCUMENT

Enter the ARE-1 number saved earlier

in the Document Number field.
Enter the Year
Enter the Series Group number of the
transaction

PRINT ARE-1 DOCUMENT

Print Preview of
the ARE-1 Form

Flow in FI to continue

FI Flow

View Customer
Ledger
FBL5N
Post Incoming
Payment
F-28
View Customer
Ledger
FBL5N

View Customer Ledger

To view Customer Ledger

One can use the SAP Easy Access Menu or
the direct Tcode FBL5N

View Customer Ledger

Step 3- Click execute

Step 1- Enter Customer

account and Company Code

Step 2- Select All items and

specify period.

View Customer Ledger

The invoice amount

(in INR) is shown as
open item.

Post Incoming Payment

To post incoming payment

One can use the SAP Easy Access Menu or
the direct Tcode F-28

Post Incoming Payment

Enter the following detailsHeader-Document Date,

Posting Date, Reference
Bank data Account, amount,
value date
Open item selection- Account
(Customer a/c),
Then select Process open
items.

Post Incoming Payment

There are 34 open items in the

Customers account, however, in
the instant case only 1 item is
being cleared.
The amount entered and assigned
do not match.

Post Incoming Payment

Click Select all

Post Incoming Payment

Click Deactivate
items

Post Incoming Payment

After Deselecting all

items, the amount
assigned becomes 0
(Zero).
Now double click on the
amount to be paid.

Post Incoming Payment

Upon item selection,

Amount entered and
assigned match.

Post Incoming Payment

Simulate the
document

Post Incoming Payment

View the Accounting Entry

and Post the payment (or
Press Ctrl+S)

Post Incoming Payment

The payment document has been

posted.

View Customer Ledger

Step 3- Click execute

Step 1- Enter Customer

account and Company Code

Step 2- Select All items and

specify period.

View Customer Ledger

The invoice has been

cleared.

THANK YOU