1 Description

TEST CASE: Sipchem_SD_UAT-Shipment cost process OWNER: Hussain Al Saif

Abdullatif S Khan
Majed Al Balushi
Jalal A Khatam

DESCRIPTION: Shipment cost process with auto vendor PO DATE: 10.05.2020

EXPECTED RESULTS:
During the shipment document creation, the PO and SES are
automatically processed in the background based on the pre-
approved condition maintained during the contract creation.
A purchase order form is generated and automatically sent to
the vendor. The vendor will reference the PO number, amount
and Sales Order number when issuing the invoice to Sipchem.
For automation, the PO and SES are directly processed in the
background and do not require an approval.
CLIENT: QAS 300

2 Preparation
The below is just for reference, UAT will be performed based on sample data (uploaded into QA) or creation of new data if required.
DATA OBJECT VALUE/CODE DESCRIPTION RESPONSIBILITY COMMENTS AND NOTES
3429 (foreign)
Values to be confirmed at start of UAT
Customer Marketing Team
3J INDUSTRIES FZCO owing to QA refresh

6500000449
Values to be confirmed at start of UAT
Material (finished goods) MP EP548Q_Bag25BC Marketing Team
owing to QA refresh
Polypropylene

000000076 (SLoc 1710)

Production/ Values to be confirmed at start of UAT
Batch
Logistics Team owing to QA refresh

6100000142

Packing Material 6100000143

6100000144

Vendor account group

0001 – Local vendor 102152
Create vendor master
ZFVD – Foreign vendor 202341
This will be the freight
Values to be confirmed at start of UAT
vendors and will be Procurement team
owing to QA refresh
created as master data

Shipment condition type

ZSOC – Ocean freight Values to be confirmed at start of UAT

Create condition record Procurement team
owing to QA refresh

2.1 Upload tool – freight cost condition record

Multiple condition records can be uploaded in SAP at same time.

T code – ZTK11

Authorization Role name – Z:SD_CONDITION_RECORD_UPLOAD

 Upload format –

ZTK11 Template.xlsx

3 Scenario Details

Scenario Number Details Summary

1 End to end freight forwarder invoicing process Business as Usual end to end process.
If PGI has not yet posted, and something wrong has been posted in
2 Reversal of shipment cost
shipment document then follow the below process

Process of non-registered vendor/without valid condition record
3
4 Remittance order – Incase of Differences in Accrual
Demonstration of different system controls on use of non registered
vendor
If there are differences between the Sales Order and PO – GRN, then
Remittance Order needs to be created.

For the Reconciliations, monitor the Conditions GL on daily / weekly

FI Reconciliations basis to identify the necessary clearings and adjustments. Once
5
adjustments are done, the Sum of each Sales Order (populated in the
Assignment Field) would be zero.
Raising different vendor PO & SES for different charges Adding different charges for different vendor through partner function
6
in the existing shipment document

4 Execution steps
This process is to capture freight cost during outbound shipment, followed by Auto PO and SES. The other shipment related charges like
surveyor, Zakat, Demurrages and trucking cost can be also determined to generate auto PO and SES for individual vendors, as and when it is
required by using the existing outbound shipment document.

Step by step process is mentioned below:

 OUTPUT DEPAR OK /
BUSINESS PROCESS TRANS. INPUT DATA / SPECIAL COMMENT
NR. DATA / TESTER TMENT ERR
STEPS CODE INFORMATION S
RESULT OR
XK01 Abdullah Al- Purchas
Create freight vendor Mahasheer ing
1. (service agent) (or) Team
Naif Al-Baloushi
TK11 Abdullah Al- Purchas
Service agent/destination
Create condition record country/departure Mahasheer ing
2. for service agent Team
country/amount/currenc (or)
y/Unit of measure Naif Al-Baloushi
Create sales order VA01 Majed Al Balushi / Sales
3. (followed by quotation As per existing practise Team
if applicable) SMC team

Update manual VA01 Sales

estimated direct ocean Majed Al Balushi / Team
4. As per existing practise
freight cost in sales SMC team
order
VL01N As per existing practise Logistic
splanni
Packaging material – 40ft Emad J Al Zahrani
ng
5. Create delivery, packing container 6100000141 /logistics planning
Team
team
Packing material – 20ft
container 6100000186
6. Create shipment with VT01N Vendor number, Johan M Pretorius / Logistic
final freight vendor logistics operational s
Transportation planning
(service agent) team executi
point:
on
T001 – Sipchem TPP by Team
sea
 OUTPUT DEPAR OK /
BUSINESS PROCESS TRANS. INPUT DATA / SPECIAL COMMENT
NR. DATA / TESTER TMENT ERR
STEPS CODE INFORMATION S
RESULT OR
T002 – Sipchem TPP by
road
T017 – Alwaha TPP
T018 – Samapco TPP

Shipment type:

Z011 - Sipchem - by road

Z012 – Sipchem by sea

1070 – Alwaha shipment

1018 – Samapco
shipment

VL02N (non Logistic

warehouse), s
Johan M Pretorius /
LT03 and executi
7. Complete picking Delivery number logistics operational
LT12 on
team
(Warehouse Team
picking)
VI01 Shipment doc number, Logistic
Johan M Pretorius / s
Create shipment cost Shipment cost type –
8. logistics operational executi
document Z011
team on
Team

9. Complete PGI VL02N Delivery number Johan M Pretorius/ Logistic

logistics operational s
team executi
on
 OUTPUT DEPAR OK /
BUSINESS PROCESS TRANS. INPUT DATA / SPECIAL COMMENT
NR. DATA / TESTER TMENT ERR
STEPS CODE INFORMATION S
RESULT OR
Team

VF01 Naif Al Moussa / AR

10. Create billing Delivery number
Abdullah Al Dossary Team
Incase differences in
accruals

Create remittance order VA11 Naif Al Moussa / AR

11. Billing number
wrt billing Abdullah Al Dossary Team
Create credit/debit VA01 AR
Naif Al Moussa /
12. memo request wrt Billing number Team
Abdullah Al Dossary
billing

Create credit/debit VF01 Credit/debit memo Naif Al Moussa / AR

13. note request number Abdullah Al Dossary Team
Reversal of shipment
cost

VI02 Logistic
Johan M Pretorius / s
Cancel line item in
14. Shipment cost number logistics operational executi
shipment cost
team on
Team
ME22N Abdullah Al- Purchas
Put deletion indicator Mahasheer ing
15. PO number
on PO (or) Team
Naif Al-Baloushi
16. Add other charges such VT02N Shipment number Business to decide. Busines
as “Surveyor cost, Abdul Latif to s to
 OUTPUT DEPAR OK /
BUSINESS PROCESS TRANS. INPUT DATA / SPECIAL COMMENT
NR. DATA / TESTER TMENT ERR
STEPS CODE INFORMATION S
RESULT OR
decide.
Zakat, Demurrages and Partner functions Abdul
trucking cost” for confirm. Latif to
different vendor Vendor numbers confirm
.

VI02 Busines
s to
Generate auto PO & SES Item category Business to decide. decide.
17. for different charges Condition type value – Abdul Latif to Abdul
and vendors manually confirm. Latif to
confirm
.
Clearing of Accrual GL /
Verify GRN Entries

Clearing relevant F13E / F.13 Company Code, FY, AR

Naif Al Moussa /
18. Accrual GLs once E2E Assignment, GL, Clearing Team
Abdullah Al Dossary
process is complete Currency
Verify PO GRN and ME23N, PO, FY, Company Code, AP
19. Md. Yami
Invoice Entries MIRO, FBL3N GL Team
5 Scenario 1: End to end freight forwarder invoicing
process

5.1 Create condition record for shipment cost

Condition type - Ocean freight

T code – TK11 (TK12 -change, TK13 – Display)

Choose the first option, which is most relevant as per attached excel
Maintain freight forwarder contract reference number as shown below :

5.2 Create sales order

Follow existing practice to maintain direct cost – ocean freight
 Note : After QA refresh, refer sales order number 90063224.

5.3 Create outbound delivery, packing and picking

Follow existing practice to complete these steps

Note: Here one sales order has been divided into four different deliveries and picking has been
done without warehouse picking
 Note : After QA refresh, refer delivery document 14113599, 14113600 for picking and packing.

5.4 Create shipment document

T code VT01N (Change – VT02N, Display – VT03N)

Note : Continue the existing practice for clubbing deliveries

Maintain vendor code as shown in below screenshot and check the deadline status as shown.
Note : To generate a shipment cost, deadline status should be at “Shipment start “
Maintain shipment pricing procedure as shown in below screenshot

Maintain the required details on additional data tab

(Note: If these fields are missing, no cost value will be generated)
Check the cost in Simulation mode by clicking on Icon.
Note : If no condition record maintained, zero value will be shown.
Note: Before creating PGI, shipment cost document must be posted. Otherwise below error will
appear.

Note : After QA refresh, please refer shipment document number 36460.

5.5 Create shipment cost document
T code – VI01 (VI02 – Change, VI03 – Display)

Click on the “check box – Transfer” as shown below

 Save.

Note 1: After saving the shipment cost document, Auto PO and SES, GRN will be generated.

Note 2: After QA refresh, please refer shipment cost doc 1011.

5.6 Create PGI and billing as current process

Note: In Alwaha, PGI is posted from shipment (VT02N) and others will continue their existing
practice.

Note : After QA refresh, please refer billing document 59508

5.7 Check auto generated PO, SES and GRN from SC

T code – VI02 or VI03
Double click on the line item Z011 and check the “Service procurement tab” as shown below
5.8 PO, SES and GRN

6 Scenario 2: Reversal of shipment cost

a) If PGI has not yet posted, and something wrong has been posted in shipment document then follow
the below process

T code – VI02

Input – Shipment cost document, and double click online item as shown in section 4.6
Note : On cancelling, PO and SES will be removed from shipment cost document.

Manual PO deletion has to be set as of existing practice.

b) If PGI has been posted, then cost document should not be reversed. An enhancement has been
developed to ensure shipment cost has been posted before PGI. Refer step 4.4
However, if it is business requirement, then reverse the PGI and then do the changes in shipment
cost document as shown in 5. a)

7 Scenario 3: Process of non-registered

vendor/without valid condition record
a) Vendor exists, no condition record exists
T code – VT01N

T code – VI01, create shipment cost document

b) Vendor doesn’t exist
T code – VT01N
Note: System will give an error on vendor availability

8 Scenario 4: Remittance order – Incase of

Differences in Accrual

If there are differences between the Sales Order and PO – GRN, then Remittance Order needs to be
created.

a) Identify the differences from FBL5N or FBL3N report. The assignment field contains the track of
Original Sales Order Number.

b) Open VA11 and enter ZROR as inquiry Type and enter the Billing Document of the Sales Order.
c) Adjust the Conditions in line items details of the Inquiry.
d) Open VA03 and select the relevant Order Type (ZCRM, ZPDM or ZDRM) and enter billing
number.

e) Adjust the conditions in the Cr / Dr Note.

f) Create and release the billing document.
9 Scenario 5: FI Reconciliations

a) For the Reconciliations, monitor the Conditions GL on daily / weekly basis to identify the
necessary clearings and adjustments. Once adjustments are done, the Sum of each Sales Order
(populated in the Assignment Field) would be zero.
b) To clear the documents automatically, open F.13 and enter the following parameters:
c) On the subsequent screen, you’ll be able to see if the documents would be cleared or if there
are any errors.

d) Once you have verified the documents, re-execute the process on “Update Run” (w/o Test Run).
10 Scenario 6: Raising different vendor PO & SES
for different charges

10.1 Adding different charges for different vendor through partner

function in the existing shipment document

Partner functions :

TF – Surveyor

TV – Insurance Zakat

ZG- Demurrage

ZZ – Trucking
10.2 Raising PO & SES for different vendors through existing
shipment cost document

Item categories:

Z012 – Surveyor

Z013 – Insurance Zakat

Z014 – Trucking

Z015 – Demurrages

Note: By default, the transfer check box will be disable for all conditions in shipment cost document in T
code VI01 & VI02. Hence to generate auto PO & SES, responsible user will be provided with
authorization of T code VI05. This has been done to ensure restrictions in system.

10.3 Update manual conditions for different charges

Here the surveyor cost has two different type of conditions based on contract(automatic) or without
contract (manual). Other cost charges will be continued with manual condition update in shipment cost
document.

To update manual condition, double click on respective item category.

The other conditions with combination of item categories are:

Z012 – ZSSC & ZSSA

Z013 – ZSWT

Z014 – ZSTC

Z015 – ZSDG

The calculation type of all conditions is based on unit of containers.

Generation of PO & SES will remain same as of step number 4.7.

-----------------------------------------------------------------------------------------------------------------------------------------

After QA refresh data :

Sales order – 90063224

Shipment Document – 36460

Shipment Cost Document Number – 1011

PO – 4500100053
SES Number – 1000204154

Sales Order Billing Number – 59508

Credit Memo Order for difference adjustment – 60009254

Credit Memo Billing – 16009633

FI Clearing Document to clear Accrual Account – 100002033