Professional Documents
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Accounting
PROJECT EXCELL
3. Financial Accounting
Implementation of mySAP ERP by SEAL InfoTech (P) Ltd. for Biopac India Corporation Limited
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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Introduction
This Business Blue Print Document describes the following:
Suggestions by SEAL INFOTECH (P) LTD. consultants wherever mySAP ERP 2005 are found to be useful to BIOPAC s business functionality
To-Be Process on mySAP ERP 2005 system suggested by SEAL INFOTECH (P) LTD. Consultants
Comments whether the requirement can be realized on the mySAP ERP 2005 system or not.
The following codes are given to each module that is within the scope of the agreement:
Module
ID
Module
Financial Accounting
Controlling
Materials Management
Plant Maintenance
Quality Management
Payroll
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Further processes, sub-process and activities in each module are denoted by, say. 1.1, 1.1.1, 1.2.1 etc.
A Business Blueprint document is prepared for each module and reference shall be made wherever required to other modules, whenever there is an
overlap of business processes across modules or a business process requires to be completed in more than one module. The reference to the business
process shall be made using the process numbers as described above;
For e.g.:
As per the above notation, all processes in Sales and Distribution start with 3.* So if a reference has to be made to process in Accounts Receivable of
Financial Accounting, then the reference is made using the notation say, 1.2.* where 1 refers to Financial Accounting and 1.2 refers to Accounts
Receivable and then further numbers denote the sub-processes and activities in the module.
Step 1:
The Module Owner shall identify various existing business processes at a broad level and make a list of them as described under section 1 of this
document
Step 2:
Depending upon the various business processes thus identified in Step 1, various business scenario are described in the following way:
As Is Business Processes: The current way of executing the business process shall be explained in detail with data/information flow along with the IT
systems / Manual Systems being used in the whole cycle.
Business Requirement: Under this head, the module owner shall describe the requirements of the company vis--vis this business scenario, if necessary
with examples. Following situations can arise:
(a) The current provisions in the system are sufficient enough and additional configuration efforts are not required.
(b) The current provisions are not sufficient and satisfactory and additional features need to be incorporated in the system
(c) There is no current provision to handle this transaction at all.
The module owner shall identify each business scenario with the above classification.
Step 3:
Based on the Business Requirement, Seal consultant shall do a detailed Requirement Analysis and based on the analysis shall propose the best-fit
business process on the mySAP ERP 2005.
It may not be possible to decide the realization possibility of all Business requirements on the mySAP ERP 2005 immediately and hence the following
legend is being followed for describing the statuses:
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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Status Description
A-Possible
Can be implemented on mySAP ERP through ABAP/4 development but system performance may be effected
Possibility of implementation will be explored in the development environment. Cannot be confirmed at this
stage
G-Not possible
H-Not in Scope
Cannot be implemented because it is not part of the scope defined in the Software Services Agreement
between Seal Infotech and BIOPAC
Scope of services described in the Software Services Agreement signed by BIOPAC and Seal Infotech
BIOPAC accepts that the decision to accept the To-Be Business Processes is completely its own and not influenced by Seal Infotech. Seal Infotech shall
not be responsible for the business consequences on BIOPAC after the realization and usage of the processes being suggested here.
BIOPAC shall indemnify Seal Infotech from all responsibilities for any other business consequences during the framing of the To-Be Business processes,
or at any time during or after the realization / implementation of these processes on mySAP ERP system or while using the system.
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Contents
Topic
Page Numbers
Start
End
06
07
Definitions
08
14
15
16
Master Data
17
32
33
69
Integration Points
70
73
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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0.
Process Description
1.1 Account Receivable Transactions
1.1.1.
1.1.2
Setting off Excise Duty Liability with the duty collection account and PLA Account
1.1.3
1.1.4
1.1.5
1.1.6
1.1.7
1.2.1
1.2.2
1.2.3
1.2.4
Local Purchase of RM
Local Purchase of PM
1.2.5
1.2.6
1.2.7
1.2.8
Cash Purchase
1.2.9
Purchase Return
1.2.10
Transport Payment
1.2.11
1.2.12
Transport Liability
1.2.13
1.2.14
Display a Document
1.2.15
Reversing a document
1.2.16
Outgoing Payment
1.2.17
1.2.18
1.2.19
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1.2.21
1.2.22
Service Tax
Acquisitions
1.3.2
Retirement of asset
1.3.3
1.3.4
1.3.5
1.3.6
Year-end Closing
1.4 Cash Journal
1.4.1
Cash Management
1.4.2
1.4.3
1.4.4
1.4.5
Loan Disbursement
1.4.6
1.4.7
1.5.1
General Posting
1.6 TDS
1.7 Period End Activities (Pre Balance Sheet Activities)
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1. Definitions
Client
A commercially, organizationally, and technically self-contained unit within an SAP System. Clients have their own master records and set of
tables.
The client is the highest level in the SAP System hierarchy. Specifications that you make, or data that you enter at this level are valid for all
company codes and for all other organizational structures. You therefore only need to make these specifications, or enter this data once. This
ensures that the data is consistent.
Company
The smallest organizational unit for which individual financial statements are created according to the relevant legal requirements. A company can
include one or more company codes.
All of the company codes within a company must use the same chart of accounts and fiscal year. However, each company code can have a
different local currency. If the fiscal year is different for different co. code then different fiscal year variant will be used and consolidation of
accounts will not be possible. Consolidation of Accounts will be done manually outside the system. However, all the relevant data for consolidation
will be available in the system.
Company Code
Smallest organizational unit of external accounting for which a complete, self-contained set of accounts can be created. This includes the entry of
all transactions that must be posted and the creation of all items for legal individual financial statements, such as the balance sheet and the profit
and loss statement.
The company code is the central organizational unit of external accounting within the SAP System. You must define at least one company code
before implementing the Financial Accounting component. The business transactions relevant for Financial Accounting are entered, saved, and
evaluated at company code level.
A single company code will be created for Biopac.
Business Area
Organizational unit of external accounting that corresponds to a specific business segment or area of responsibility in a company. Movements in
value entered in Financial Accounting are assigned to business areas. Financial statements can be created for business areas for internal purposes.
Business areas are used in external segment reporting (over and above company codes), based on the significant areas of operation of a company
(for example, product lines, branches).
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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If you have defined business areas, the transaction figures for the G/L accounts are managed separately for internal evaluation purposes. You can
therefore create internal financial statements for business areas.
To post items in a business area, enter the business area when you enter the business transaction. However, the business area can also be derived
from other account assignments, such as the cost center.
Business Area will not be defined for Biopac.
Document
The result of a posting in Financial Accounting. There are two types of documents: Original documents and processing documents.
Examples of original documents:
Receipts
Invoices
Checks
Bank statements
The accounting document represents the original document in the system. The other processing documents can be used to simplify document
entry. The document remains as a connecting unit in the system until it is archived. Documents are the link between the business transaction and
the posting in accounting. You can only check whether postings are correct in the compact journal and general ledger by means of documents.
Every posting must therefore have a document.
A document consists of a document header and at least two line items.
Suggested Business Process:
Standard SAP methodology is suggested.
Document Type: A key that is used to classify accounting documents and distinguish between business transactions to be posted. The document type is entered in
the document header and applies to the whole document. Document types are defined at client level.
The document type has the following functions:
Differentiating between business transactions. The document type tells you instantly what sort of business transaction is in question. This
is useful, for example, when displaying line items for an account.
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Controlling the posting to account types (vendor, customer, or G/L accounts). The document type determines which account types that
particular document can be posted to.
Assigning document numbers. A number range is assigned to every document type. The numbers for the documents you create are taken
from this number range. The original documents from one number range should be stored together. In this way, the document type
controls document storage.
Document types reflect the different business transactions in your organization. Since the document type can be displayed for every line item,
you can immediately find out the type of business transaction in both document display and line item display. You can also use the document
type for evaluation purposes.
To differentiate between business transactions using the document type, you specify for each document type, what type of account that
document can be posted to. Document type AB allows you to post to all accounts. All other document types limit the types of accounts you can
post to. Document type DA, for example, only allows you to post to customer and G/L accounts. The document types delivered with the
system have already been limited to specific types of accounts.
You can define a special authorization for every document type. To do this, you need to determine what document types in which form
employees are allowed to process.
Authorizations are checked for the following activities:
Posting documents
Changing documents
The system does not check the authorization for document types that are not assigned an authorization group.
For each document type, you can specify whether users are required to enter a reference number or the document header text.
The suggested Document types that can be used by Biopac are as below: Type
AA
AB
AF
BP
BR
Description
Asset posting
Clearing document
Depre. Postings
Bank Payments
Bank Receipts
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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Cash Payment
Cash Receipt
Customer document
Customer credit note
Customer invoice-FI
Customer LC
Customer Noted Items
Journal Voucher
Vendor document
Vendor credit note
Vendor invoice-FI
Vendor Noted Items
CENVAT Postings
CENVAT Utilization
Data transfer
Price change
Invoice doc. frm MM
Sales Billing doc.
G/L account document
Prd Order Settlement
TDS Doc. for Cln Pmt
Vendor LC
Goods issue (IO,PO,CC
Goods receipt(PO,PdO
Inventory document
Goods issue/Sales Or
BRS Payment clearing
BRS Receipt Clearing
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The accounting clerk enters the number of the original document during document entry, or the number is transferred automatically from a
pre-invoicing system. A prerequisite is that the document numbers are unique. The system checks whether the number entered already exists
and prevents users from assigning the same number twice. Numbers assigned to documents that have been archived however, can be reused.
You use a number range to define how the document number is assigned. Each document type has a specific number range from which the
document number is selected.
Suggested Business Process:
Internal number assignments would be assigned to all document types.
Biopac management will decide Numbers.
Posting Keys
Two-character numerical key that controls the entry of line items. The posting key determines:
Account type
Debit/credit posting
When you enter a posting, enter a posting key for each item. This key determines how the item is posted. Posting keys are defined at client level
and therefore apply to all company codes. The posting key determines:
Posting keys are differentiated by customer, vendor and G/L accounts. Apart from the General Ledger Accounting (FI-GL) and Accounts Receivable
and Payable (FI-AR/AP) components, there are also posting keys for asset and material accounts.
Posting keys in the standard system: -
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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Posting Key
Description
40
50
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Charts of depreciation are used in order to manage various legal requirements for the depreciation and valuation of assets. These charts of
depreciation are usually country-specific and are defined independently of the other organizational units. A chart of depreciation, for example, can
be used for all the company codes in a given country.
Single Chart of Depreciation will be used for Biopac.
Open and Close Posting periods
You define posting periods in your fiscal year variants. You can open and close these posting periods for posting. As many periods as you require
can be open for posting simultaneously.
Usually, only the current posting period is open for posting, all other posting periods are closed. At the end of this posting period, the period is
closed, and the next posting period is opened.
Posting Period Variants:
You can specify which company codes are open for posting in a posting period variant. Posting period variants are cross-company code and you
have to assign them to your company codes. The posting periods are then opened and closed simultaneously for all company codes via the posting
period variants.
Account Type:
You can differentiate the opening and closing of posting periods by account type. This means that for a specific posting period, postings can be
permitted to customer accounts, but not to vendor accounts.
Account Interval:
You can differentiate the opening and closing of posting periods by account intervals. This means that you only open a posting period for posting to
a specific account.
Account intervals always apply to G/L accounts. If you want to open sub-ledger accounts, you have to enter the corresponding reconciliation
account and the account type.
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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Description
Biopac India Corp Ltd.
To Be Created
Code
1000
Description
Biopac India Corp Ltd.
Legal Entity
Business Area
To Be Created
Code
Description
Description
Biopac Chart of Accounts
A New Chart of Accounts 9000 would be created and all company codes
would be using this chart of account.
Operating Concern
To Be Created
Code
BIOC
Description
Biopac Operating Concern
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3. Master Data
3.1 Customer Master Data
As Is Business Process
The current system does not support customer account groups and
customer account codes.
Business Requirements
Three account groups will be created in the system, namely:
1.
Export customers
2.
Domestic customers
3.
General data
This is a data that applies to every sales organization in your
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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3.
Account Group:
You must assign each account to an account group. The account group
ensures that only the relevant screens and fields are displayed and
ready for input for each of the customers different partner functions.
For example, the address, communication, and bank data fields are
omitted for the account group for one-time accounts.
The account group controls:
The type of number assignment used for the account number
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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Reconciliation Accounts:
You must specify a reconciliation account in the master record so that
all postings made to a subsidiary ledger are also posted to the general
ledger.
When you post items to a subsidiary ledger, the SAP system
automatically posts the same data to the general ledger at the same
time. Each subsidiary ledger has one or more reconciliation accounts in
the general ledger. These reconciliation accounts ensure that the
balance of G/L accounts is always zero. This means that you can draw
up financial statements at any time without having to transfer totals
from the sub-ledgers to the general ledger.
The Important fields in general data are Name, Address, Country,
region etc.
Fields provided by SAP for the customer master will be filled up.
GAP:
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customer name, address, sales tax registration number, ECC number etc
can be maintained in the current system.
There is no concept of vendor account group or vendor account code in
the current system. The different vendors are identified based on their
names.
Business Requirements
PAN number should be mandatory for the vendors on which TDS is
applicable.
1.
Vendor R/M
2.
You must assign each account to an account group. The account group
ensures that only the relevant screens and fields are displayed and
ready for input for each of the vendors different functions. For
example, the address, communication, and bank data fields are
omitted for the account group for one-time accounts.
3.
Vendor Freight
4.
Vendor Expenses
PAN number shall be mandatory for the account groups of Freight &
Expenses.
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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A vendor account has the same account number in all company codes.
Reconciliation Accounts:
You must specify a reconciliation account in the master record so that
all postings made to a subsidiary ledger are also posted to the general
ledger.
When you post items to a subsidiary ledger, the SAP system
automatically posts the same data to the general ledger at the same
time. Each subsidiary ledger has one or more reconciliation accounts in
the general ledger. These reconciliation accounts ensure that the
balance of G/L accounts is always zero. This means that you can draw
up financial statements at any time without having to transfer totals
from the sub-ledgers to the general ledger.
Fields provided by SAP for the vendor master will be filled up.
PAN Number:
A separate account group will be created for the vendors on which TDS
is applicable. PAN number will be mandatory for all the vendors in
created in this account group.
GAP: A
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3.3 G/ L Master
AS Is Business Process
G/L master in the legacy system consists of account name and grouping.
There is no concept of G/L account codes in the legacy system.
G/L account master records contain the data that is always needed by
the general ledger to determine the account's function. The G/L
account master records control the posting of accounting transactions
to G/L accounts and the processing of the posting data.
Before you can make postings to a G/L account, you have to create a
master record in the system for the account.
Business Requirements
G/L account groups to be decided by the Biopac key user. The codes will
be in 8 digit.
G/L account master records are divided into two areas so that
company codes with the same chart of accounts can use the same G/L
accounts.
Chart of accounts
Account group
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When you define an account group, you also determine the number
interval in which the accounts of this group must lie. When creating a
G/L account, the system checks whether the number you entered lies
in the predefined number interval.
For each account group, a screen layout is determined, that is, it is
determined which fields are relevant for this group of G/L accounts.
You can assign the following field statuses to the fields of a field group.
Field status
Description
Required
entry
Optional
entry
Display
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Suppressed
You specify the account currency in the company code area of the G/L
account master data. This allows you to keep the G/L account in the
local currency of each company code.
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The indicator is usually set for the following balance sheet accounts:
o
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Hidden (suppressed)
Automatic Postings:
When posting documents, the system automatically adds line items to
manually entered items as needed. For example, the tax amount, the
cash discount amount, and profits or losses from foreign currency
translations (exchange rate differences) can all be calculated and
posted automatically by the system. You can decide that accounts to
which these automatic postings are made can only be posted to
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GAP: A
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Business Requirements:
None
As a result of the integration in the R/3 System, Asset Accounting (FIAA) transfers data directly to and from other R/3 components. For
example, it is possible to post from the Materials Management (MM)
component directly to FI-AA. When an asset is purchased or produced
in-house, you can directly post the invoice receipt or goods receipt, or
the withdrawal from the warehouse, to assets in the Asset Accounting
component. At the same time, you can pass on depreciation and
interest directly to the Financial Accounting (FI) and Controlling (CO)
components.
The FI-AA component uses the various SAP organizational units. An
asset is clearly assigned to these organizational units at any given
point in time.
Chart of Depreciation
Charts of depreciation are used in order to manage various legal
requirements for the depreciation and valuation of assets. These charts
of depreciation are usually country-specific and are defined
independently of the other organizational units.
Further, the following are defined for the purpose:
Depreciation Areas:
An area showing the valuation of a fixed asset for a particular purpose
(for example, for individual financial statements, balance sheets for tax
purposes, or management accounting values).
Book Depreciation
Depreciation as per I.T Act
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Asset Class:
The asset class is the most important criteria for structuring fixed
assets from an accounting point of view. Every asset has to be
assigned to exactly one asset class. The asset class is used to assign
the assets (and their business transactions) to the correct general
ledger accounts. Several asset classes can use the same account
assignment. You can see that it is possible to make finer distinctions at
the level of the asset class than at the level of the general ledger
accounts.
Account Determination:
An automatic function that determines the accounts for posting
amounts is Financial Accounting.
Chart of Accounts
In the General Ledger, you can define different charts of accounts.
Each company code is assigned to exactly one chart of accounts. The
chart of accounts is used for the account assignments within Asset
Accounting.
The account assignment is controlled by means of the asset class in
Asset Accounting. You have to specify an account determination in
each asset class. In this account determination, you specify the G/L
accounts in which automatic posting takes place for different
transactions.
Company Code
Asset Accounting uses the same company codes as the General Ledger.
However, you need to define these company codes further with the
specifications needed for Asset Accounting. An FI company code is not
usable in Asset Accounting until it has been defined in this way. In
order to make a company code usable in Asset Accounting, you have
to assign a chart of depreciation to the company code.
You have to enter a company code when you create an asset. This
ensures that each asset is always uniquely assigned to a company
code.
You create asset reports per company code. For reports for a group
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Street address
PO box
Since the address is linked to the location, all assets with the same
location must have the same address.
The meanings of the plant and location organizational units are
primarily specified in the SAP R/3 logistics components.
For internal accounting, you generally need to assign asset costs to
cost centers. Therefore, you can assign each asset in Asset Accounting
to exactly one cost center. You make this assignment in the asset
master record.
Fields Provided as per Standard SAP to be filled
Depreciation Areas would be used for the purpose.
The depreciation areas that would be defined for Biopac would be as
below:
Book Depreciation
Depreciation as per I.T Act
GAP: A
3.5 House Bank
As Is Business Process:
House Banks are not maintained in the current system. Only G/L
accounts are opened for various bank accounts.
In the R/3 System, bank master data is stored centrally in the bank
directory. In addition to defining bank master data, you also define
your own bank details (house banks).
The bank directory contains the bank master data.
Business Requirements:
Bank Details:
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system.
In the G/L account master record, enter a currency key (this must
correspond to the currency in which the bank account is managed). If,
for example, you manage a foreign exchange account in USD at your
bank, you must enter the currency key for this currency in the G/L
account master record.
GAP: A
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The sales are generally made against the advance payments received
from the customers. The Sales takes place through 6 C&F agents also
spread across the country. Generally sales are made to :
Direct customers
The financial accounting entries that get generated for various salesrelated transactions would be mentioned while discussing the
respective scenario.
In case of sales through C&F agents, the material is sent to the agent
through the stock transfer note and invoicing is done at the time of final
sale from the C&F agent. Sales tax is applicable on such sales.
Business Requirement:
GAP: A
1.1.1 Booking of Sale Entry
As Is Business Process:
Types of Sales:
o
Domestic Sales
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Export Sales
Trading Sales
Sales Domestic
Sales Export.
Currently, these accounts are linked to the product code, hence the
bifurcation between domestic and export is not proper.
Booking of Sales entry is done manually. Sales invoice is being created
manually in excel.
Dr.
To Sales a/c
xxx
.Cr
xxx
xxx
xxx
To E. CessCr
xxx
xxx
xxx
xxx
xxx
xxx
To E. Cess a/c
xxx
xxx
xxx
To E. Cess a/c
xxx
xxx
a/c.Cr xxx
C&F Sales:
In case the goods are transferred to the 6 C&F agents, a stock transfer
note is generated and excise is paid on the goods. The following financial
entry is generated in the books:
GAP A
When the sales is made by the C&F agent, the following entry is
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generated:
Customer Account .Dr XXX
Sales Account Cr XXX
VAT payable Account ..Cr XXX
Business Requirements:
1.1.2 Setting off Excise Duty/Education Cess Liability with the duty collection account and PLA Account
As Is Business Process:
All excise related entries are passed in the system manually. Excise
records for the statutory purpose in the prescribed format are
maintained manually.
For taking credit for Raw Material, Packing material, Capital goods
different statutory books are maintained manually. For Capital goods a
different registered is maintained as per statutory requirement
After month-end, duty payable is calculated as per excise records and
payment is made to PLA account. If Credit is available nothing is paid
and balance credit is carried forward to next month.
Currently, a single monthly entry is being generated for stock transfer to
C&F agents in Financial books.
Business Requirements:
xxx
xxx
GAP: A
1.1.3 Paying off the credit balance in PLA account (month end)
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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1 Financial
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As Is Business Process:
PLA a/c
Dr. xxx
To Bank a/c
Cr. xxx
To Bank a/c
Business Requirements:
xxx
GAP: A
Same to be followed
The company has both domestic and export sales. The sales are also
made against Letter of Credit.
When L/C is received from the customer, no accounting entry is created
in the system.
xxx
In case of advance received from the customer, the entry will be passed
using a special G/L indicator and Advances from Customers account will
be updated. After the invoice has been raised, the entry will be cleared
with the advance amount.
Business requirement:
Details of sales made through L/C should be available from the system.
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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GAP: A
1.1.5 Displaying Balance in Customer Account
As Is Business Process:
Customer Balance Display is available from the system with the detail of
line items.
Business Requirement:
Details of customer statement of accounts should be available in the
system.
GAP: A
Debit note, Credit notes are maintained in the system. The sales team
directly handles all the correspondence with the customers.
All evaluations and reports you send to your business partners by mail
are considered correspondence.
Correspondence for customers only includes:
o
Payment notices
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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Business Requirement:
Internal evaluations are account lists, balance lists, open item lists, and
sorted lists of open items. These are created in the SAP Financial
Accounting application component where they remain.
Dunning
Sometimes the business partners may fall behind on payments. A
payment reminder or a dunning notice can be send to remind them of
their outstanding debts.
The SAP System allows to dun business partners automatically. The
system duns the open items from business partner accounts in which the
overdue items create a debit balance. The dunning program selects the
overdue open items, determines the dunning level of the account in
question, and creates a dunning notice. It then saves the dunning data
determined for the items and accounts affected.
Dunning Procedures would be defined containing the various levels of
reminders. Every customer would be assigned a dunning procedure so as
to enable automatic creation of correspondence for overdue items from
the customer.
The dunning run is done periodically for achieving the same
GAP: A
1.1.7 One Time Customer
As Is Business Process:
Business Requirement:
GAP: A
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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As Is Business Process:
No vendor account groups exist in the current system. All the vendor
balances are updated in a single general ledger account. Advances are
given to employees as well as to outside vendors, Credit facility from
vendors is availed, payment is mostly made through LC and Cheque.
Vendors are issued Debit/Credit Note after MRN, cash discount is also
availed from Vendors, purchase history of Vendors for analyse is not
available in the current system.
In the SAP system, the material related activities are handled through
Material Management Module.
Purchase of Consumables
All the above purchases are booked through a purchase invoice). Some
of the Fixed Assets are purchased directly from FI, e.g., Computers, Air
Conditioned etc.
On receiving a vendor invoice by the Accounts Dept., along with a copy
of PO & GRN, the entry is made in the books for booking the invoice.
Business requirement:
Dr xxx
To Vendor a/cxxx
After completing part 2 excise entry only invoice verification has to be
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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performed else the excise duty amount would be loaded onto inventory
or to price differences a/c.
At the time of invoice verification if there were differences between GR
value and IR and if stock is not available the difference amount would go
to price differences A/c.
GAP: A
Process: -
In case of Import purchases, the process remains the same but for the
additional charges that are included in the cost of inventory.
The same is processed in MM module. The following accounting entry
gets generated on receipt of goods.
Inventory a/c..Dr. xxx
Business Requirements:
To GR/IR a/c..xxx
To Freight Clearing..xxx
To Customs Clearing...xxx
At the time GRN bill of entry is also captured.
Cenvat receivable a/c .
Cr
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At the time of payment, the difference between the liability against the
vendor and the actual amount paid, valued at the exchange rate at the
time of payment shall be posted to Foreign currency Gain or Loss A/C as
the case may be.
GAP
1.
Raw Material
2.
Packing Material
3.
Consumables Items
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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(Ex. with
1 Financial
Accounting
4.
Engineering Materials
5.
Capital goods
notional figures).
(when freight is borne by the company)
Process: -
1. PO is raised.
A lot of time is lost between the actual goods receipt and the updation
of stocks in Finance. Entries happen at three stages:
1. GRN preparation by stores
The stocks should be available in the stock ledger on real time basis
and the financial books should be updated simultaneously.
GAP: A
Business requirement:
Same to be followed
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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GAP: A
Business requirement:
Same to be followed
Business Requirements:
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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GAP: -
Business Requirements:
Dr
Dr
1 Financial
Accounting
Expense GL A/c Dr
Service tax a/c
Dr
Cash Purchases are usually done for low value items and most of them are
non-stock items (the vice-versa may not be completely true)
Cash Purchases are done for the material required on an urgent basis of
some inventory items.
For these type of purchases, purchase orders are not created and direct FI
invoice is booked in the system.
Business Requirements:
Same to be followed
Gaps: A
1.2.9 Purchase Returns
As Is Business Process:
At BIOPAC, some incoming materials that are found defective
or rejected during the inspection, the materials are sent back to
vendor.
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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Business Requirements:
1.2.10
Transport Payment
As Is Business Process:
The payment made to transporters for the materials purchased is
taken to the cost of inventory. The invoice for transportation is
received separately from the transporters.
Dr
Business requirement
GRIR a/c
Cr
Cr
Dr
Cr
GAP A
Down payments are given only in certain cases to vendors, which are
subsequently deducted against the bills of the vendors.
Down payment requests and down payments are special general ledger
transactions. These transactions are not posted to the G/L account defined
in the customer master record but to an alternative G/L account.
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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Business Requirement;
and payables.
These special procedures are displayed separately from other receivables
and payables on the balance sheet either for legal reasons, such as with
down payments, or for control reasons, such as with guarantees received.
A separate special G/L account is created for each special G/L transaction.
As a result, it is possible to display each transaction in the balance sheet
without having to carry out any transfer postings and to receive an
overview via the account limited to this procedure only.
Down payment
Invoice
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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down-payment is cleared off against the payment to the vendor. The open
items chosen for processing would include the Special g/l transactions
regarding that particular vendor to whom the down payment has been
made.
GAP A
The transporters invoice will be booked just like an invoice for any other
vendor.
GAP:
Business Requirements:
None
1.2.13 Posting Vendor Invoice
As Is Business Process:
Business Requirement
1.
Invoice
2.
Outgoing payment
3.
1 Financial
Accounting
The debit/credit functions are identified by the posting key that has been
used.
The entry for expense would be as below,
Expense a/cDr. xxxx
To Vendor a/cxxx
Gaps: A
Business Requirements:
This facility should be available in the system.
1.2.15
Reversing a Document
As Is Business Process:
Business Requirement:
This facility should be available in the system.
2.
1 Financial
Accounting
1.2.16
As Is Business Process:
Outgoing Payment
Suggested Business Process:
Outgoing payments are made to vendors using the document type defined
for payments. In case of any down payments made to the vendor, the
same is adjusted at the time of booking Outgoing payment by choosing the
special g/l open items for that particular vendor and clearing the same.
Outgoing Payment
Using this activity, Vendor Open item will be cleared by making the
outgoing payment.
Business Requirement
Printing of cheques along with advices from SAP.
Based on the document type you selected, system will assign the
Document number. The default document type BP/CP generates the above
document number.
The payment to vendors is done using the transaction code for outgoing
payment by choosing the open items against the vendor. The accounting
entry that gets generated is as below:
Vendor a/c..Dr. xxx
To Cash a/c or Bank a/cxxx
Different cheque lot numbers shall be maintained for different types of
payments and for HO & Factory.
Gaps: A
The printing of
developments.
1.2.17
As Is Business Process:
cheques
and
advice
will
be
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
Page 51 of 73
considered
in
ABAP
1 Financial
Accounting
Business Requirement
The payment program automatically picks up all the invoices for vendors
which have become due for payment. The selection can be controlled
through parameters available in the program. Once the payments have
been selected, the program creates the payment entries, clears the invoice
documents and prints the check, all at one go.
None
Gaps: A
1.2.18
As Is Business Process:
Business Requirement
As Is Business Process:
Changes in the document can be made even after they have been
posted.
Standard SAP functionality allows drill down of line items and changing
certain fields in individual line items.
Though not all fields are modifiable (for control issues),
Business Requirement
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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Gaps: A
1.2.20
As Is Business Process:
Expenses AccountDr.
To Provision for Expenses Account..Cr.
This is reversed at the time of bill booking
Provision for Expenses Account.Dr.
To Expense Account.Cr.
Business requirement:
Period should be closed on a monthly basis. No backdated entries
should be allowed.
Year-end Activities:
Foreign Currency Valuation - All open items in foreign currency are
valuated as part of the foreign currency valuation:
The individual open items of an account in foreign currency form the basis
of the valuation, that is, every open item of an account in foreign currency
is valuated individually. The total difference from all the open items in an
account is posted to a financial statement adjustment account. The
account therefore retains its original balance. The exchange rate profit or
loss from the valuation is posted to a separate expense or revenue account
for exchange rate differences as an offsetting posting.
Carrying Forward Balances:
This process involves carrying forward account balances into the new fiscal
year. The balance to be carried forward is shown in the account balance
display. When you carry forward the balances for G/L accounts at the end
of a fiscal year, the system automatically adjusts the balances when you
post values to the previous year. The system uses an indicator to
determine whether the balances have been carried forward. Once this has
been done, the balance is automatically carried forward whenever a
posting is made, even when a posting is made to the previous year. It is
therefore not necessary to execute the balance carry forward again.
The balances on the balance sheet accounts are simply carried forward
into the new fiscal year.
Profit and loss accounts are carried forward to retained earnings accounts.
The balances of the profit and loss accounts are set to 0.
The accounting entry that gets generated on revaluing, is as below:
Exchange Rate Difference a/cDr. xxxx
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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xxxx
OR
Debtors/Creditors Dr xxxx
To Exchange gain/ loss a/c..xxxx
Provision to be made for the expenses:
Respective Expense Account Dr.
To Outstanding Payables Account - Cr.
Provision for expenses will have to be done manually.
Business area Adj:
This process ensures the zero balance per business area necessary for
creating business area balance sheets.
It consists of the following steps:
Example:
Expense a/c
Dr
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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Bank a/c
(2000)
Dr
1000)
Cr
1.2.21
As Is Business Process:
Business Requirement
None
Gaps: A
1.2.22 Service Tax
As Is Business Process:
Service tax setoff can be done in the system. For service tax paid to
transporters, a separate G/L account will be created and the amount will
not be available for setoff from the system.
Business Requirement
The system should allow the service tax to be adjusted against the
excise duty liability.
Gaps: A
Development of report for actual invoices paid during the month to
calculate the service available for adjustment will be considered at the time
of study of reports.
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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Business Requirement
None
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Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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Street address
PO box
Since the address is linked to the location, all assets with the same
location must have the same address.
The meanings of the plant and location organizational units are primarily
specified in the SAP R/3 logistics components.
For internal accounting, you generally need to assign asset costs to cost
centers. Therefore, you can assign each asset in Asset Accounting to
exactly one cost center. You make this assignment in the asset master
record.
Gaps: A
Direct Capitalization
i.
RG 23 C 50%.Dr. xxx
ii.
iii.
Business Requirement
b.
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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Asset masters are defined for the asset to be purchased selecting the
relevant asset class and the company code in which the asset is being
acquired.
The purchase of asset is made against the respective asset .
The entry that gets generated on processing this transaction is as follows:
Asset a/cDr. xxx
To Vendor a/c.xxx
The asset value dates are mentioned at the time of purchase. The asset
value dates determine the date from which the depreciation would be
calculated.
Purchase of Capital Goods on which Excise Duty is payable and
where CENVAT credit is claimable
The same is processed through MM module.
An account assigned P.O is created and the reference of the Asset master
is mentioned in the P.O.
On receipt of the asset, the following entry gets generated on Goods
Receipt.
Asset a/cDr. xxx
To GR/IR.xxx
The above transaction is recorded net of the Excise Duty amount.
On preparing the excise invoice, the following entry is generated.
CENVAT a/c(RG23C)..Dr. xxx
CENVAT on Hold a/c (50%)..Dr. xxx
To CENVAT Clearing a/c.xxx
To E.Cess Clearing a/c ...xxx
On doing the Invoice Verification, the following entry gets generated.
CENVAT Clearing a/cDr. xxx
GR/IR a/c....Dr. xxx
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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All the entries are passed manually in the system, since the asset
master is not maintained in legacy system.
Business Requirements:
None
The calculations for the profit/loss on sale are calculated internally and the
updation of the respective G/L accounts happen automatically on posting
the document.
The entries that get generated are as below: (with notional figures)
Customer a/c...Dr.
Clearing A/C..Dr.
Accumulated Depreciation..Dr.
Loss on Sale of Fixed Asset...Dr.
To Clearing a/c.Cr.
To Asset G/L accountCr.
Gaps: A
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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Depreciation rates can be configured with the help of calculation keys and
we can maintain different depreciation areas for assets.
Gaps: A
Business Requirement
None
Business Requirement:
None
GAP: A
From the point of view of the system, a fiscal year change is the opening of
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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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. Once the fiscal year change takes place, you can post
to assets using value dates in the new fiscal year. At the same time, you
can continue to post in the previous fiscal year.
Business Requirement:
None
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.
No business transactions can be posted in a new fiscal year before the
fiscal year change. You can continue to post in the old fiscal year, even
after the fiscal year change. The system automatically corrects any values
that are affected by postings in the past.
Standard SAP methodology is suggested.
Gaps: A
Fiscal year closes in March but actual closing takes roughly two
months.
Business Requirement:
None
You use the year-end closing program to close the fiscal year for one or
more company codes from an accounting perspective. Once the fiscal year
is closed, you can no longer post or change values within Asset Accounting
(for example, by recalculating depreciation). The fiscal year that is closed
is always the year following the last closed fiscal year. You cannot close the
current fiscal year.
Standard SAP methodology is suggested.
Gaps: A
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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Business Requirements:
Gaps: A
With this function, you can manually enter bank account statements you
receive.
User enters following for each bank
Business Requirement:
Company code
House bank
Account id
Statement number
1 Financial
Accounting
The Bank reconciliation process starts at the time of saving and posting the
Bank statement input.
Bank Main account balance is the actual balance as per the bank statement
whereas the Bank sub accounts denote the reconciliation items. These sub
accounts show those entries, which are not cleared in the bank statement.
Business Requirement:
The Bank reconciliation process starts at the time of saving and posting the
Bank statement input.
Bank Main account balance is the actual balance as per the bank statement
whereas the Bank sub accounts denote the reconciliation items. These sub
accounts show those entries, which are not cleared in the bank statement.
The following scenarios explain the reconciliation process:
Accounting entry after checks received have been cleared in the Bank
statement
Main Bank account
Dr.
.Cr.
Dr.
Cr.
Gaps: A
At present there is one company Biopac with offices at Factory and HO.
One chart of accounts is maintained and one balance sheet is maintained
The books of accounts for HO & Factory will be maintained online. They
will be segregated based on business area. Transactions taking place in
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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but two different sets of Trial Balance are prepared for HO & Factory.
During the day the transactions are being entered at plant & HO
separately. Everyday in the morning, data synchronisation takes place to
merge the data of Plant & HO.
Fiscal Year starts from April and all posting periods are open during the
year.
Different document types are maintained for different transactions,
different document number ranges are maintained for different document
types,
The system allows documents to be changed even after posting has
taken place.
Present system supports reversal Postings,
Gaps:
1.6 TDS
Suggested Business Process:
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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As Is Business Process:
TDS processing is done manually.
After submitting the payment challan in bank along with the cheque,
payment details are entered in the system for updating records.
The TDS Certificates are printed manually on yearly basis for individual
parties.
Also, a list of TDS deductions by Customers from whom TDS certificates
are to be collected is prepared manually and requests sent to the
respective customer. No record is kept in the system for the TDS
certificates, which have to be recovered from the customers.
TDS deductions for down payments made to vendor are not automatic
from the system. Manual entry is passed in the system and during
invoice booking it is cleared manually.
Only one cheque is issued to the Income Tax Authority monthly on or
before every 7th of next month.
TDS returns for the year can be generated from the system at the end of
each quarter.
Business Requirement:
In Accounts Payable, the vendor is the person subject to tax, and the
company code is obligated to deduct withholding tax and pay this over to
the tax authorities on the vendors behalf. In Accounts Receivable, the
company code itself is subject to tax, and the customers that do
business with this company code deduct withholding tax and pay this
over to the tax authorities on the company codes behalf. In both cases,
the business partner of the person/entity subject to tax deducts the tax
and pays it over to the tax authorities.
Withholding tax is calculated and posted to the appropriate withholding
tax accounts at different stages, depending on the legal requirements in
each country. As a rule, withholding tax is posted at the same time that
the payment is posted, in other words the outgoing payment (Accounts
Payable) or incoming payment (Accounts Receivable), is reduced by the
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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Business Requirements:
5. Integration Entries
MM
At The time of Goods Receipt into restricted
Inventory RM A/c Dr
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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Stock
To GR/IR Account Cr
To Freight Clearing A/c Cr
invoice
Verification
(if
Dr
GR/IR A/C
Dr
Dr
To Vendor
A/c
.Cr.
GR/IR A/c
Dr.
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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Vendor A/c
Invoice
Verification
for
freight
submitted by the freight vendor.
Bills
Scrapping of material
Dr.
Dr.
Dr.
Brought
out
PP
1. Issue of Material from One WIP Account
to Another WIP Account
SD
Post Goods Issue
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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follows:
Customer A/C Dr
Dr
Sales Return
Scrap Sales
Customer A/C
Dr
Payroll
Salary Account integration
Basic
Dr
To PF
Cr
HRA
.... Dr
To PT
Cr
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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(EMI)
To Interest Received
Cr
Cr
To ESIC
Cr
(Net
.. Dr
Cr
Business Blue Print Financial Accounting Mr. Rajesh Punjani, BIOPAC, Mr Amit Gupta SEAL
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