Table Of Content

FI- CO End User Training Module 2008 Gr e a v e s Co t t o n Li m i t e d Page 1 2009 FICO TEAM GCL PETL SAP FI-CO TRAINING MANUAL FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 2 FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 3 l Rights Reserved Strictly for Internal Circulation for Greaves Cotton Limited & Premium Energy & Transmissions Limited (FICO Team only) Every effort has been made to avoid errors or omissions in this User Manual. In Spite of this errors may creep in. Any Mistakes, errors or discrepancy noted may be brought to our notice which shall be taken care in the next version. No part of the this book may be reproduced or copied in any form or by any means (Graphic, electronic or mechanical, including photocopying) or reproduced with the written permission from Greaves Cotton Limited. Breach of this condition is liable for legal action. All the Logos used in this Manual are owned by the respective Principles Version 1.0 Release 1.2009 Prepared By FICO Team GCL & PETL Mumbai FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 4 Table of Contents: CHAPTER 1 ................................................................................................................................................... 1 GLOSSARY .............................................................................................................................................................. 1 Features .......................................................................................................................................................... 1 Company ........................................................................................................................................................ 1 Company Code ............................................................................................................................................... 1 Chart of Accounts ........................................................................................................................................... 1 Account Groups .............................................................................................................................................. 1 Parallel Accounting ......................................................................................................................................... 2 Integration of Legal and Management Reporting ........................................................................................ 2 Segment Reporting ....................................................................................................................................... 2 Controlling area .............................................................................................................................................. 2 Fiscal Year ....................................................................................................................................................... 2 Special Periods ................................................................................................................................................ 3 Cost Centre ..................................................................................................................................................... 3 Profit Centre ................................................................................................................................................... 3 Profit Center Group ........................................................................................................................................ 6 Cost Centre ..................................................................................................................................................... 7 Cost Centre Group .......................................................................................................................................... 9 Posting Keys ................................................................................................................................................. 10 Document Type ............................................................................................................................................ 12 CHAPTER 2 ................................................................................................................................................. 15 MASTERS ........................................................................................................................................................... 15 General Ledger Account Codes ..................................................................................................................... 15 Creation of Account Codes (FS00) ................................................................................................................ 16 Extending GL accounts (FS15) ...................................................................................................................... 18 Creation of Primary Cost Element (KA01) ..................................................................................................... 18 Maintaining Cost and Activity Type(KP26) ................................................................................................... 20 Allocation Cost Element ............................................................................................................................... 22 Creation of Secondary Cost Element (KA06) ................................................................................................. 22 Creation of Vendor Master Codes (FK01) ..................................................................................................... 23 Creation of Customer Master Codes (FD01) ................................................................................................. 28 Creation of Internal Order Master (KO01) .................................................................................................... 34 Creation of Asset Master Codes (AS01) ........................................................................................................ 36 Creation of Asset Sub-number Codes (AS11) ................................................................................................ 39 Display of Asset Master Codes (AW01N) ...................................................................................................... 40 Creation of Bank Key Masters (FI01) ............................................................................................................ 42 Creation of House bank (FI12) ...................................................................................................................... 42 Maintaining Cheque Lots for Each Banks (FCHI) .......................................................................................... 47 CHAPTER -3 ................................................................................................................................................ 49 TRANSACTIONS ..................................................................................................................................................... 49 Booking a Journal Voucher (F-02)/ (FB50) .................................................................................................... 49 Display of Journal Voucher (FB03) ................................................................................................................ 52 Booking Accrual/Deferral Document (FBS1) ................................................................................................ 53 Reverse Accrual/Deferral Document (F.81) .................................................................................................. 55 FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 5 Individual Reversal (FB08) ............................................................................................................................ 56 Creation of sample document (F-01) ............................................................................................................ 56 Display Sample Document (FBM3) ............................................................................................................... 57 Passing the Entry Using Sample Document (FB50) ...................................................................................... 58 Booking of Recurring Entries (FBD1) ............................................................................................................ 60 Posting of Recurring Entries (F.14) ............................................................................................................... 63 CHAPTER 4 ............................................................................................................................................... 66 ACCOUNTS PAYABLE .............................................................................................................................................. 66 Vendor Invoice Posting (FB60) / (F-43) ......................................................................................................... 66 Vendor Credit Memo Posting (FB65)/ (F-41) ............................................................................................... 68 Vendor Invoice Payment ( F-53) / (F-58)....................................................................................................... 69 Advance Payments to Vendors (F-48) .......................................................................................................... 72 Clearing the Down Payment (F-54) .............................................................................................................. 74 Memorandum Entries / Noted Items (F-57) ................................................................................................. 77 IMPORT PROCESS ................................................................................................................................................... 77 CHAPTER 5 ............................................................................................................................................... 89 ACCOUNTS RECEIVABLE .......................................................................................................................................... 89 Customer Invoice (FB70) ............................................................................................................................... 89 Booking Customer Invoices (F-22) ................................................................................................................ 90 Customer Collection (F-28) ........................................................................................................................... 91 Printing Pay in Slips (ZPAYSLIP) .................................................................................................................... 93 Clearing Open Line Items in the GL account (F-03) ...................................................................................... 93 Customer advance (F-29) ............................................................................................................................. 94 Clearing Advance (F-39) ............................................................................................................................... 95 Refund of Advance to Customer (F-31)/(F-18) ............................................................................................. 97 Clear Customer Invoice with Advances ( F-32) ............................................................................................. 98 FOREIGN EXCHANGE REVALUATION / RESTATEMENT .................................................................................... 102 Maintain The Foreign Exchange Rate (OB08) ............................................................................................ 102 Realised Gain Loss ...................................................................................................................................... 103 Unrealized Gain Or Loss ............................................................................................................................. 104 Revaluation / Restatement of General Ledger A/c .................................................................................... 108 BILL OF EXCHANGE .......................................................................................................................................... 108 Posting Procedure for Bills of Exchange Receivable ......................................................................... 108 Acceptance of Bills Of Exchange (F-36) ...................................................................................................... 109 Bill Discounting (F-33) ................................................................................................................................ 113 Reverse Contingent Liability (F-20) ............................................................................................................. 115 Memorandum Entries (Noted Items - (F-49)) ............................................................................................. 118 Reversal of Noted Entries (FB08) ................................................................................................................ 122 CHAPTER 6 ............................................................................................................................................. 123 BANK & CASH TRANSACTION .......................................................................................................................... 123 Display cheque register (FCHN) .................................................................................................................. 123 Printing Cheque (FBZ5) ............................................................................................................................... 124 Manual issue of cheque (FCH5) .................................................................................................................. 126 Deleting Cheque Number (FCHF) ................................................................................................................ 127 FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 6 Voiding Cheques (FCH9/ FCH3) .................................................................................................................. 127 Voiding Cheque With Reversal Document (FCH8) ...................................................................................... 129 Resetting Of Cleared Document (FBRA) ..................................................................................................... 129 Reprinting of Cheques-FCH7 ....................................................................................................................... 131 Automatic Payment Program- (F110) ........................................................................................................ 131 Cash Journal (FBCJ) ..................................................................................................................................... 141 Splitting of Cash Journal Entries .................................................................................................................... 143 Cash Payment to Vendors/ Customers ......................................................................................................... 145 Reversal of Cash Journal ............................................................................................................................... 147 BANK RECONCILIATION ......................................................................................................................................... 148 MANUAL BANK RECONCILIATION PROCESS (FF67) ..................................................................................................... 148 Integration .................................................................................................................................................. 148 Procedure ................................................................................................................................................... 148 View and rectify any errors in the Bank Statement (FEBAN) ...................................................................... 150 Uploading Manual Bank Statement through Excel ( ZFF67) ...................................................................... 153 Automatic Bank Reconciliation(FF.5) ......................................................................................................... 153 Entry Flow for CMS Collections ................................................................................................................... 154 CHAPTER 7 ............................................................................................................................................. 156 FIXED ASSETS .............................................................................................................................................. 156 Creation of material master (MM01) ......................................................................................................... 156 Extension of Vendor Master ( XK01) ........................................................................................................... 159 Creation of internal order (KO01) ............................................................................................................... 161 Budgeting Internal order (KO22) ................................................................................................................ 163 Creation of purchase order (ME21N) ......................................................................................................... 164 Release Purchase order( ME29N) ............................................................................................................... 166 Goods Receipt ( MIGO ) .............................................................................................................................. 167 Invoice verification (MIRO) ......................................................................................................................... 170 Settlement of internal order (KO88) ........................................................................................................... 172 Creation of asset master (AS01) ................................................................................................................. 173 Settlement of CWIP to Main asset.(KO02) ................................................................................................. 176 Final settlement of CWIP to Main asset (KO88) ......................................................................................... 177 Depreciation Run ( AFAB) ........................................................................................................................... 179 Asset sale with Customer F-92 ................................................................................................................. 183 Asset sale without Customer - ABAON ....................................................................................................... 185 Sales of Assets ............................................................................................................................................ 187 Assets Scrapping ( ABAVN) ......................................................................................................................... 187 Asset transfer (ABUMN) ............................................................................................................................. 187 Asset Revaluation (ABAW) ......................................................................................................................... 189 Impairment of Asset (ABAA) ....................................................................................................................... 191 CHAPTER 8 ............................................................................................................................................. 194 COUNTRY INDIA VERSION ............................................................................................................................... 194 Withholding Tax ......................................................................................................................................... 194 Create Remittance Challan (J1INCHLN) ...................................................................................................... 199 Enter Bank Challan Updation (J1INBANK) .................................................................................................. 203 Certificate print ( J1INCERT) ....................................................................................................................... 204 Reprint TDS Certificate (J1INCCREP) ........................................................................................................... 206 FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 7 Quarterly Return (J1INQEFILE) ................................................................................................................... 206 TDS for Concessional Rate of Tax ............................................................................................................... 207 SERVICE TAX ....................................................................................................................................................... 209 Creation of Tax code (FTXP) ....................................................................................................................... 209 SERVICE TAX PROCESS ........................................................................................................................................... 218 EXCISE DUTY ....................................................................................................................................................... 224 Maintaining of Excise Master Data (J1ID) .................................................................................................. 225 Excise JV (J1IH) ........................................................................................................................................... 226 Making Adjustment Postings for Scrap (Material Write-off) ..................................................................... 226 Making Adjustment Postings for Materials Not Used in Production .......................................................... 230 Making Adjustment Postings for Additional Excise Paid by Vendors ......................................................... 231 Making Adjustment Postings for Money Transferred to PLA ..................................................................... 233 Making Adjustment Postings for Other Transactions ................................................................................ 234 CENVAT Register (J2I9) ............................................................................................................................... 235 Excise Register Extraction (J2I5) ................................................................................................................. 239 Print Excise Register (J2I6) .......................................................................................................................... 239 Monthly Utilisation of Cenvat Credit and Payment from PLA (J2IUN) ........................................................ 241 Click on the Execute Button ........................................................................................................................ 242 CAPITAL GOODS EXCISE ........................................................................................................................................ 243 Sale of Capital Goods in the Year of Purchase ............................................................................................ 243 For Claiming Balance 50% Cenvat Credit on Assets in the Next Accounting Year ...................................... 244 ER 1 Register (J2IER1) ................................................................................................................................. 244 OUTPUT FORMAT FOR THE ER 1 REGISTER ................................................................................................................ 245 SALES TAX .......................................................................................................................................................... 249 Form Tracking ............................................................................................................................................. 249 CHAPTER 9 ............................................................................................................................................. 250 PURCHASE ORDER ............................................................................................................................................... 250 Material Management (MM) Integration. ................................................................................................. 250 Material Creation Display( MM03) .......................................................................................................... 250 Purchase Order: GR IR: Goods Receipt Invoice Receipt. ........................................................................ 254 Invoice verification(MIRO) ........................................................................................................................ 260 Reversal of MIRO (MR8M) .......................................................................................................................... 263 Release Blocked Invoices (MRBR) ............................................................................................................... 265 CHAPTER 10 ........................................................................................................................................... 269 SALES & DISTRIBUTION ......................................................................................................................................... 269 Process........................................................................................................................................................ 269 For Comparison of Master Data from Sales & Distribution to Finance Accounting (OV50) ....................... 269 Display Sales Order ( FV03) ........................................................................................................................ 270 Display the billing document (VF03) ........................................................................................................... 271 Creation of excise invoice (J1IIN) ................................................................................................................ 272 Customer Analysis (FD11) ........................................................................................................................... 274 CHAPTER 11 ........................................................................................................................................... 276 REVERSALS & EDITING DOCUMENTS ........................................................................................................................ 276 Reset and Reversal of Documents (FBRA) .................................................................................................. 276 Transfer Posting with Clearing (F-04) ......................................................................................................... 277 FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 8 CHAPTER 12 ........................................................................................................................................... 280 REPORTS & BALANCES .......................................................................................................................................... 280 FINANCIAL STATEMENT VERSION ................................................................................................................... 280 Designing of Balance Sheet ........................................................................................................................ 281 Designing of Profit & Loss .......................................................................................................................... 282 Assigning of Accounts to FSV ...................................................................................................................... 284 General Ledger ........................................................................................................................................... 285 Accounts Receivable ................................................................................................................................... 286 Accounts Payable ....................................................................................................................................... 287 Fixed Assets ................................................................................................................................................ 287 Bank & Cash ............................................................................................................................................... 289 Travel Management ................................................................................................................................... 290 CHAPTER 13 ........................................................................................................................................... 291 DUNNING PROCESS .............................................................................................................................................. 291 Correspondence (FB12 & F.64) .................................................................................................................. 291 Interest Calculation on MSMED ................................................................................................................. 295 Calculate Interest on Arrears without Postings (F.4C) ................................................................................ 295 Interest Rate Maintaining (OB83) .............................................................................................................. 298 CHAPTER -14 ............................................................................................................................................ 301 CONTROLLING & COSTING .................................................................................................................................... 301 Display BOM ( CS03)/ Multilevel BOM ( CS11) ........................................................................................... 301 Display Routing ( CA03) .............................................................................................................................. 302 View cost of Final Product ( CK11N) ........................................................................................................... 302 Display Production Order ( CS03) ............................................................................................................... 303 Production Order Confirmation ( CO11N) .................................................................................................. 304 View Material Document (MB03) ............................................................................................................... 305 To Get Actual Cost of Production Order Settlement (KO88) ....................................................................... 305 Overheads Assessment Cycle (KSU5) .......................................................................................................... 306 Executing Assessment Cycle ....................................................................................................................... 309 Month end process WIP Calculation ( KKAO) .......................................................................................... 311 Settlement of orders which are in WIP (CO88/KO88) ................................................................................. 314 Changing the Cut-off Period(KKA0 ............................................................................................................. 315 CHAPTER -15 ............................................................................................................................................ 317 MONTH END ACTIVITIES ....................................................................................................................................... 317 CHAPTER -16 ............................................................................................................................................ 320 YEAR END ACTIVITIES ........................................................................................................................................... 320 Fiscal Year Change : Asset Accounting (AJRW) ........................................................................................... 320 Capital WIP CLOSING (AJAB) ...................................................................................................................... 321 Customer Vendor Balance Carry forward (F.07) ......................................................................................... 322 Year-End Close : General Ledger (FAGLGVTR) ............................................................................................ 323 CHAPTER -17 ............................................................................................................................................ 326 PLANNING .......................................................................................................................................................... 326 Planning At profit centre level (GP12N) ..................................................................................................... 326 FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 9 Uploading Plan Data from Excel Sheet (GLPLUP) ....................................................................................... 329 CHAPTER -18 ............................................................................................................................................ 332 TRAVEL MANAGEMENT ......................................................................................................................................... 332 Overall Process of Travel Management ..................................................................................................... 332 Process Flow ............................................................................................................................................... 332 Travel Request ............................................................................................................................................ 332 Travel Planning ........................................................................................................................................... 333 Travel Expense Report ................................................................................................................................ 333 Creating a Travel Request .......................................................................................................................... 334 SENDING A TRAVEL REQUEST ....................................................................................................................... 335 Use .............................................................................................................................................................. 335 Procedure ................................................................................................................................................... 335 Result .......................................................................................................................................................... 335 Approving a Travel Request........................................................................................................................ 335 Mass approval ............................................................................................................................................ 336 CHAPTER -19 ............................................................................................................................................ 337 INVESTMENT ACCOUNTING .................................................................................................................................... 337 Create Mutual Fund Master(AS01)............................................................................................................. 337 Investment procurement(F-90) .................................................................................................................. 337 Sale of Investments .................................................................................................................................... 339 CHAPTER-20 ............................................................................................................................................. 341 TIPS & TRICKS FOR EFFECTIVE USAGE OF SAP ............................................................................................................ 341 Copy & Paste Data of SAP Screen ............................................................................................................... 341 Table Settings ............................................................................................................................................. 341 Creating your Own Favourite menu ........................................................................................................... 342 Reduction of Repetitive work ..................................................................................................................... 343 Changing Layout of a Report ..................................................................................................................... 344 Setting up the Printer for Each User ID ....................................................................................................... 345 Sending Mail from the SAP System ............................................................................................................ 346 CHAPTER-21 ............................................................................................................................................. 350 SOLUTION MANAGER ........................................................................................................................................... 350 Logging a problem while working with SAP ............................................................................................... 350 Viewing the Issue Logs / Status /Solution / Confirmations......................................................................... 351 Escalating the Problem higher Level/ Changing the Status ........................................................................ 355 Reports / Referring to Old Solutions ........................................................................................................... 357 Personalising the F4 Values ........................................................................................................................ 359 FI- CO End User Training Module 2008 Gr e a v e s Co t t o n Li m i t e d Page 1 CHAPTER 1 Glossary Features The Financial Accounting application component comprises the following sub-components: General Ledger (FI-GL) Accounts Payable (FI-AP) Accounts Receivable (FI-AR) Bank Accounting (FI-BL) Asset Accounting (FI-AA) Travel Management (FI-TV) 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. A company s financial statements also form the basis of consolidated financial statements. 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. 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. Chart of Accounts The chart of accounts list is a directory of all charts of accounts that can be used in a client and must assign one chart of accounts to each company code. Therefore need at least one chart of accounts for a group company in the system. The chart of accounts is shared by Financial Accounting as well as cost/revenue accounting. The items in a chart of accounts can be both expense or revenue accounts in Financial Accounting and cost or revenue elements in cost/revenue accounting. We can define the length of the G/L account numbers. The maximum length is ten characters. Internally, the system keeps the account numbers with a ten character length. The system pads purely numeric account numbers with zeroes from the left, and alphanumeric account numbers from the right. Account Groups The account group is a summary of accounts based on criteria that effects how master records are created. FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 2 The account group determines: The number interval from which the account number is selected when a G/L account is created. The screen layout for creating G/L accounts in the company code-specific area Parallel Accounting General Ledger Accounting allows us to perform parallel accounting by managing several parallel ledgers for different accounting principles. Integration of Legal and Management Reporting In General Ledger Accounting, we can perform internal management reporting in parallel with legal reporting. For this purpose, the Profit center accounting functions are integrated with General Ledger Accounting. Segment Reporting General Ledger Accounting supports the segment reports required by the accounting principles IFRS (International Financial Reporting Standards) and US GAAP (Generally Accepted Accounting Principles). For this purpose, General Ledger Accounting contains the segment dimension. Controlling area The Controlling Area is an entity in Controlling. All the CO transactions in R/3 system would be entered with respect to the controlling area. There will be one controlling area (1000 Greaves Controlling Area) to which all the company codes will be assigned. All Company codes shall use same Chart of Accounts and Fiscal Year Variant. Fiscal Year Usually a period of twelve months for which a company regularly creates financial statements and checks inventories The fiscal year may correspond exactly to the calendar year, but this is not obligatory. In Greaves Cotton Limited And Premium Energy Transmission Limited we will be having to Fiscal Year 1. 0L- Fiscal Year From April to March. It will be leading Ledger . 2. SL- Fiscal Year From July to June. It will be Secondary Ledger . We have to enter the documents in any one ledger and the entry will be posted in other ledger accordingly. Posting Period and Counting FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 3 Special Periods Special posting periods that subdivide the last regular posting period for closing operations. Irrespective of how we have defined our fiscal year, we can also use special periods. Special periods subdivide the year-end closing period. They therefore merely divide the last posting period into several closing periods. This enables us to create several supplementary financial Statements A fiscal year usually has 12 posting periods. In General Ledger Accounting, we have defined four special periods so out total accounting periods will be 16 for Greaves Cotton Limited and Premium Energy Transmission Limited. Cost Centre An organizational unit within a controlling area that represents a defined location of cost incurrence. The requirement at Greaves is to capture the costs Department wise. Cost centers would be divided into main groupings: Example: 1) Production 2) Service 3) Administration Cost Centers 4) Selling & Distribution Cost Centers Profit Centre Create KE51 Change- KE52 Display:-KE53 A profit center is an organizational unit in accounting that reflects a management-oriented structure of the organization for the purpose of internal control. We can analyze operating results for profit centers using either the cost-of-sales or the period accounting approach. By calculating the fixed capital as well, we can use our profit centers as investment centers. We at Greaves Cotton have defined the logic as FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 4 Profit Center: 1372003 1 for Greaves Cotton ltd. 3 for BG III 72 for LEU I as per legacy. 003 for Engines (Unique Product) Last three digits will be for Unique product or Spares or Common. To create Profit Center follow the below path: We have to enter the profit center number. If we have to copy for the existing profit center, we can give that Profit center After we press: Enter or button on the screen. The below screen will appear, enter the Profit center details. FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 5 Then go to the Company Code Tab on the Screen as shown below After we press Save button on the top row of the screen. Again go to the Basic Data Tab and use can see that the Profit Center is in Inactive mode. FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 6 Then click the activate button After activation it will be seen as below Then Click the Save button on the top row of the screen. The profit center will be created. Profit Center Group Create - KCH1 Change: KCH2 Display: KCH3 A profit center group is a hierachical structure of profit centers. We can use profit center groups to group profit centers together according to company-specific criteria. Use Profit center groups are used for reporting, allocations or in various planning functions, where it does not make sense to enter or display data at the lowest level (with a high level of detail). The standard hierarchy is a special type of profit center group. It has to contain all profit centers belonging to the controlling area and reflect the organizational structure of Profit Center Accounting. We can collect cost centers according to various criteria into groups. This enables us to use cost centers to depict the structure of the organization in the SAP System. Enter the Profit Center Group. Press the Button to view cost center groups. Press enter or button and the below screen will appear.

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FI- CO End User Training Module 2008 Gr e a v e s Co t t o n Li m i t e d Page 1 2009 FICO TEAM GCL PETL SAP FI-CO TRAINING MANUAL FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 2 FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 3 l Rights Reserved Strictly for Internal Circulation for Greaves Cotton Limited & Premium Energy & Transmissions Limited (FICO Team only) Every effort has been made to avoid errors or omissions in this User Manual. In Spite of this errors may creep in. Any Mistakes, errors or discrepancy noted may be brought to our notice which shall be taken care in the next version. No part of the this book may be reproduced or copied in any form or by any means (Graphic, electronic or mechanical, including photocopying) or reproduced with the written permission from Greaves Cotton Limited. Breach of this condition is liable for legal action. All the Logos used in this Manual are owned by the respective Principles Version 1.0 Release 1.2009 Prepared By FICO Team GCL & PETL Mumbai FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 4 Table of Contents: CHAPTER 1 ................................................................................................................................................... 1 GLOSSARY .............................................................................................................................................................. 1 Features .......................................................................................................................................................... 1 Company ........................................................................................................................................................ 1 Company Code ............................................................................................................................................... 1 Chart of Accounts ........................................................................................................................................... 1 Account Groups .............................................................................................................................................. 1 Parallel Accounting ......................................................................................................................................... 2 Integration of Legal and Management Reporting ........................................................................................ 2 Segment Reporting ....................................................................................................................................... 2 Controlling area .............................................................................................................................................. 2 Fiscal Year ....................................................................................................................................................... 2 Special Periods ................................................................................................................................................ 3 Cost Centre ..................................................................................................................................................... 3 Profit Centre ................................................................................................................................................... 3 Profit Center Group ........................................................................................................................................ 6 Cost Centre ..................................................................................................................................................... 7 Cost Centre Group .......................................................................................................................................... 9 Posting Keys ................................................................................................................................................. 10 Document Type ............................................................................................................................................ 12 CHAPTER 2 ................................................................................................................................................. 15 MASTERS ........................................................................................................................................................... 15 General Ledger Account Codes ..................................................................................................................... 15 Creation of Account Codes (FS00) ................................................................................................................ 16 Extending GL accounts (FS15) ...................................................................................................................... 18 Creation of Primary Cost Element (KA01) ..................................................................................................... 18 Maintaining Cost and Activity Type(KP26) ................................................................................................... 20 Allocation Cost Element ............................................................................................................................... 22 Creation of Secondary Cost Element (KA06) ................................................................................................. 22 Creation of Vendor Master Codes (FK01) ..................................................................................................... 23 Creation of Customer Master Codes (FD01) ................................................................................................. 28 Creation of Internal Order Master (KO01) .................................................................................................... 34 Creation of Asset Master Codes (AS01) ........................................................................................................ 36 Creation of Asset Sub-number Codes (AS11) ................................................................................................ 39 Display of Asset Master Codes (AW01N) ...................................................................................................... 40 Creation of Bank Key Masters (FI01) ............................................................................................................ 42 Creation of House bank (FI12) ...................................................................................................................... 42 Maintaining Cheque Lots for Each Banks (FCHI) .......................................................................................... 47 CHAPTER -3 ................................................................................................................................................ 49 TRANSACTIONS ..................................................................................................................................................... 49 Booking a Journal Voucher (F-02)/ (FB50) .................................................................................................... 49 Display of Journal Voucher (FB03) ................................................................................................................ 52 Booking Accrual/Deferral Document (FBS1) ................................................................................................ 53 Reverse Accrual/Deferral Document (F.81) .................................................................................................. 55 FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 5 Individual Reversal (FB08) ............................................................................................................................ 56 Creation of sample document (F-01) ............................................................................................................ 56 Display Sample Document (FBM3) ............................................................................................................... 57 Passing the Entry Using Sample Document (FB50) ...................................................................................... 58 Booking of Recurring Entries (FBD1) ............................................................................................................ 60 Posting of Recurring Entries (F.14) ............................................................................................................... 63 CHAPTER 4 ............................................................................................................................................... 66 ACCOUNTS PAYABLE .............................................................................................................................................. 66 Vendor Invoice Posting (FB60) / (F-43) ......................................................................................................... 66 Vendor Credit Memo Posting (FB65)/ (F-41) ............................................................................................... 68 Vendor Invoice Payment ( F-53) / (F-58)....................................................................................................... 69 Advance Payments to Vendors (F-48) .......................................................................................................... 72 Clearing the Down Payment (F-54) .............................................................................................................. 74 Memorandum Entries / Noted Items (F-57) ................................................................................................. 77 IMPORT PROCESS ................................................................................................................................................... 77 CHAPTER 5 ............................................................................................................................................... 89 ACCOUNTS RECEIVABLE .......................................................................................................................................... 89 Customer Invoice (FB70) ............................................................................................................................... 89 Booking Customer Invoices (F-22) ................................................................................................................ 90 Customer Collection (F-28) ........................................................................................................................... 91 Printing Pay in Slips (ZPAYSLIP) .................................................................................................................... 93 Clearing Open Line Items in the GL account (F-03) ...................................................................................... 93 Customer advance (F-29) ............................................................................................................................. 94 Clearing Advance (F-39) ............................................................................................................................... 95 Refund of Advance to Customer (F-31)/(F-18) ............................................................................................. 97 Clear Customer Invoice with Advances ( F-32) ............................................................................................. 98 FOREIGN EXCHANGE REVALUATION / RESTATEMENT .................................................................................... 102 Maintain The Foreign Exchange Rate (OB08) ............................................................................................ 102 Realised Gain Loss ...................................................................................................................................... 103 Unrealized Gain Or Loss ............................................................................................................................. 104 Revaluation / Restatement of General Ledger A/c .................................................................................... 108 BILL OF EXCHANGE .......................................................................................................................................... 108 Posting Procedure for Bills of Exchange Receivable ......................................................................... 108 Acceptance of Bills Of Exchange (F-36) ...................................................................................................... 109 Bill Discounting (F-33) ................................................................................................................................ 113 Reverse Contingent Liability (F-20) ............................................................................................................. 115 Memorandum Entries (Noted Items - (F-49)) ............................................................................................. 118 Reversal of Noted Entries (FB08) ................................................................................................................ 122 CHAPTER 6 ............................................................................................................................................. 123 BANK & CASH TRANSACTION .......................................................................................................................... 123 Display cheque register (FCHN) .................................................................................................................. 123 Printing Cheque (FBZ5) ............................................................................................................................... 124 Manual issue of cheque (FCH5) .................................................................................................................. 126 Deleting Cheque Number (FCHF) ................................................................................................................ 127 FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 6 Voiding Cheques (FCH9/ FCH3) .................................................................................................................. 127 Voiding Cheque With Reversal Document (FCH8) ...................................................................................... 129 Resetting Of Cleared Document (FBRA) ..................................................................................................... 129 Reprinting of Cheques-FCH7 ....................................................................................................................... 131 Automatic Payment Program- (F110) ........................................................................................................ 131 Cash Journal (FBCJ) ..................................................................................................................................... 141 Splitting of Cash Journal Entries .................................................................................................................... 143 Cash Payment to Vendors/ Customers ......................................................................................................... 145 Reversal of Cash Journal ............................................................................................................................... 147 BANK RECONCILIATION ......................................................................................................................................... 148 MANUAL BANK RECONCILIATION PROCESS (FF67) ..................................................................................................... 148 Integration .................................................................................................................................................. 148 Procedure ................................................................................................................................................... 148 View and rectify any errors in the Bank Statement (FEBAN) ...................................................................... 150 Uploading Manual Bank Statement through Excel ( ZFF67) ...................................................................... 153 Automatic Bank Reconciliation(FF.5) ......................................................................................................... 153 Entry Flow for CMS Collections ................................................................................................................... 154 CHAPTER 7 ............................................................................................................................................. 156 FIXED ASSETS .............................................................................................................................................. 156 Creation of material master (MM01) ......................................................................................................... 156 Extension of Vendor Master ( XK01) ........................................................................................................... 159 Creation of internal order (KO01) ............................................................................................................... 161 Budgeting Internal order (KO22) ................................................................................................................ 163 Creation of purchase order (ME21N) ......................................................................................................... 164 Release Purchase order( ME29N) ............................................................................................................... 166 Goods Receipt ( MIGO ) .............................................................................................................................. 167 Invoice verification (MIRO) ......................................................................................................................... 170 Settlement of internal order (KO88) ........................................................................................................... 172 Creation of asset master (AS01) ................................................................................................................. 173 Settlement of CWIP to Main asset.(KO02) ................................................................................................. 176 Final settlement of CWIP to Main asset (KO88) ......................................................................................... 177 Depreciation Run ( AFAB) ........................................................................................................................... 179 Asset sale with Customer F-92 ................................................................................................................. 183 Asset sale without Customer - ABAON ....................................................................................................... 185 Sales of Assets ............................................................................................................................................ 187 Assets Scrapping ( ABAVN) ......................................................................................................................... 187 Asset transfer (ABUMN) ............................................................................................................................. 187 Asset Revaluation (ABAW) ......................................................................................................................... 189 Impairment of Asset (ABAA) ....................................................................................................................... 191 CHAPTER 8 ............................................................................................................................................. 194 COUNTRY INDIA VERSION ............................................................................................................................... 194 Withholding Tax ......................................................................................................................................... 194 Create Remittance Challan (J1INCHLN) ...................................................................................................... 199 Enter Bank Challan Updation (J1INBANK) .................................................................................................. 203 Certificate print ( J1INCERT) ....................................................................................................................... 204 Reprint TDS Certificate (J1INCCREP) ........................................................................................................... 206 FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 7 Quarterly Return (J1INQEFILE) ................................................................................................................... 206 TDS for Concessional Rate of Tax ............................................................................................................... 207 SERVICE TAX ....................................................................................................................................................... 209 Creation of Tax code (FTXP) ....................................................................................................................... 209 SERVICE TAX PROCESS ........................................................................................................................................... 218 EXCISE DUTY ....................................................................................................................................................... 224 Maintaining of Excise Master Data (J1ID) .................................................................................................. 225 Excise JV (J1IH) ........................................................................................................................................... 226 Making Adjustment Postings for Scrap (Material Write-off) ..................................................................... 226 Making Adjustment Postings for Materials Not Used in Production .......................................................... 230 Making Adjustment Postings for Additional Excise Paid by Vendors ......................................................... 231 Making Adjustment Postings for Money Transferred to PLA ..................................................................... 233 Making Adjustment Postings for Other Transactions ................................................................................ 234 CENVAT Register (J2I9) ............................................................................................................................... 235 Excise Register Extraction (J2I5) ................................................................................................................. 239 Print Excise Register (J2I6) .......................................................................................................................... 239 Monthly Utilisation of Cenvat Credit and Payment from PLA (J2IUN) ........................................................ 241 Click on the Execute Button ........................................................................................................................ 242 CAPITAL GOODS EXCISE ........................................................................................................................................ 243 Sale of Capital Goods in the Year of Purchase ............................................................................................ 243 For Claiming Balance 50% Cenvat Credit on Assets in the Next Accounting Year ...................................... 244 ER 1 Register (J2IER1) ................................................................................................................................. 244 OUTPUT FORMAT FOR THE ER 1 REGISTER ................................................................................................................ 245 SALES TAX .......................................................................................................................................................... 249 Form Tracking ............................................................................................................................................. 249 CHAPTER 9 ............................................................................................................................................. 250 PURCHASE ORDER ............................................................................................................................................... 250 Material Management (MM) Integration. ................................................................................................. 250 Material Creation Display( MM03) .......................................................................................................... 250 Purchase Order: GR IR: Goods Receipt Invoice Receipt. ........................................................................ 254 Invoice verification(MIRO) ........................................................................................................................ 260 Reversal of MIRO (MR8M) .......................................................................................................................... 263 Release Blocked Invoices (MRBR) ............................................................................................................... 265 CHAPTER 10 ........................................................................................................................................... 269 SALES & DISTRIBUTION ......................................................................................................................................... 269 Process........................................................................................................................................................ 269 For Comparison of Master Data from Sales & Distribution to Finance Accounting (OV50) ....................... 269 Display Sales Order ( FV03) ........................................................................................................................ 270 Display the billing document (VF03) ........................................................................................................... 271 Creation of excise invoice (J1IIN) ................................................................................................................ 272 Customer Analysis (FD11) ........................................................................................................................... 274 CHAPTER 11 ........................................................................................................................................... 276 REVERSALS & EDITING DOCUMENTS ........................................................................................................................ 276 Reset and Reversal of Documents (FBRA) .................................................................................................. 276 Transfer Posting with Clearing (F-04) ......................................................................................................... 277 FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 8 CHAPTER 12 ........................................................................................................................................... 280 REPORTS & BALANCES .......................................................................................................................................... 280 FINANCIAL STATEMENT VERSION ................................................................................................................... 280 Designing of Balance Sheet ........................................................................................................................ 281 Designing of Profit & Loss .......................................................................................................................... 282 Assigning of Accounts to FSV ...................................................................................................................... 284 General Ledger ........................................................................................................................................... 285 Accounts Receivable ................................................................................................................................... 286 Accounts Payable ....................................................................................................................................... 287 Fixed Assets ................................................................................................................................................ 287 Bank & Cash ............................................................................................................................................... 289 Travel Management ................................................................................................................................... 290 CHAPTER 13 ........................................................................................................................................... 291 DUNNING PROCESS .............................................................................................................................................. 291 Correspondence (FB12 & F.64) .................................................................................................................. 291 Interest Calculation on MSMED ................................................................................................................. 295 Calculate Interest on Arrears without Postings (F.4C) ................................................................................ 295 Interest Rate Maintaining (OB83) .............................................................................................................. 298 CHAPTER -14 ............................................................................................................................................ 301 CONTROLLING & COSTING .................................................................................................................................... 301 Display BOM ( CS03)/ Multilevel BOM ( CS11) ........................................................................................... 301 Display Routing ( CA03) .............................................................................................................................. 302 View cost of Final Product ( CK11N) ........................................................................................................... 302 Display Production Order ( CS03) ............................................................................................................... 303 Production Order Confirmation ( CO11N) .................................................................................................. 304 View Material Document (MB03) ............................................................................................................... 305 To Get Actual Cost of Production Order Settlement (KO88) ....................................................................... 305 Overheads Assessment Cycle (KSU5) .......................................................................................................... 306 Executing Assessment Cycle ....................................................................................................................... 309 Month end process WIP Calculation ( KKAO) .......................................................................................... 311 Settlement of orders which are in WIP (CO88/KO88) ................................................................................. 314 Changing the Cut-off Period(KKA0 ............................................................................................................. 315 CHAPTER -15 ............................................................................................................................................ 317 MONTH END ACTIVITIES ....................................................................................................................................... 317 CHAPTER -16 ............................................................................................................................................ 320 YEAR END ACTIVITIES ........................................................................................................................................... 320 Fiscal Year Change : Asset Accounting (AJRW) ........................................................................................... 320 Capital WIP CLOSING (AJAB) ...................................................................................................................... 321 Customer Vendor Balance Carry forward (F.07) ......................................................................................... 322 Year-End Close : General Ledger (FAGLGVTR) ............................................................................................ 323 CHAPTER -17 ............................................................................................................................................ 326 PLANNING .......................................................................................................................................................... 326 Planning At profit centre level (GP12N) ..................................................................................................... 326 FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 9 Uploading Plan Data from Excel Sheet (GLPLUP) ....................................................................................... 329 CHAPTER -18 ............................................................................................................................................ 332 TRAVEL MANAGEMENT ......................................................................................................................................... 332 Overall Process of Travel Management ..................................................................................................... 332 Process Flow ............................................................................................................................................... 332 Travel Request ............................................................................................................................................ 332 Travel Planning ........................................................................................................................................... 333 Travel Expense Report ................................................................................................................................ 333 Creating a Travel Request .......................................................................................................................... 334 SENDING A TRAVEL REQUEST ....................................................................................................................... 335 Use .............................................................................................................................................................. 335 Procedure ................................................................................................................................................... 335 Result .......................................................................................................................................................... 335 Approving a Travel Request........................................................................................................................ 335 Mass approval ............................................................................................................................................ 336 CHAPTER -19 ............................................................................................................................................ 337 INVESTMENT ACCOUNTING .................................................................................................................................... 337 Create Mutual Fund Master(AS01)............................................................................................................. 337 Investment procurement(F-90) .................................................................................................................. 337 Sale of Investments .................................................................................................................................... 339 CHAPTER-20 ............................................................................................................................................. 341 TIPS & TRICKS FOR EFFECTIVE USAGE OF SAP ............................................................................................................ 341 Copy & Paste Data of SAP Screen ............................................................................................................... 341 Table Settings ............................................................................................................................................. 341 Creating your Own Favourite menu ........................................................................................................... 342 Reduction of Repetitive work ..................................................................................................................... 343 Changing Layout of a Report ..................................................................................................................... 344 Setting up the Printer for Each User ID ....................................................................................................... 345 Sending Mail from the SAP System ............................................................................................................ 346 CHAPTER-21 ............................................................................................................................................. 350 SOLUTION MANAGER ........................................................................................................................................... 350 Logging a problem while working with SAP ............................................................................................... 350 Viewing the Issue Logs / Status /Solution / Confirmations......................................................................... 351 Escalating the Problem higher Level/ Changing the Status ........................................................................ 355 Reports / Referring to Old Solutions ........................................................................................................... 357 Personalising the F4 Values ........................................................................................................................ 359 FI- CO End User Training Module 2008 Gr e a v e s Co t t o n Li m i t e d Page 1 CHAPTER 1 Glossary Features The Financial Accounting application component comprises the following sub-components: General Ledger (FI-GL) Accounts Payable (FI-AP) Accounts Receivable (FI-AR) Bank Accounting (FI-BL) Asset Accounting (FI-AA) Travel Management (FI-TV) 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. A company s financial statements also form the basis of consolidated financial statements. 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. 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. Chart of Accounts The chart of accounts list is a directory of all charts of accounts that can be used in a client and must assign one chart of accounts to each company code. Therefore need at least one chart of accounts for a group company in the system. The chart of accounts is shared by Financial Accounting as well as cost/revenue accounting. The items in a chart of accounts can be both expense or revenue accounts in Financial Accounting and cost or revenue elements in cost/revenue accounting. We can define the length of the G/L account numbers. The maximum length is ten characters. Internally, the system keeps the account numbers with a ten character length. The system pads purely numeric account numbers with zeroes from the left, and alphanumeric account numbers from the right. Account Groups The account group is a summary of accounts based on criteria that effects how master records are created. FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 2 The account group determines: The number interval from which the account number is selected when a G/L account is created. The screen layout for creating G/L accounts in the company code-specific area Parallel Accounting General Ledger Accounting allows us to perform parallel accounting by managing several parallel ledgers for different accounting principles. Integration of Legal and Management Reporting In General Ledger Accounting, we can perform internal management reporting in parallel with legal reporting. For this purpose, the Profit center accounting functions are integrated with General Ledger Accounting. Segment Reporting General Ledger Accounting supports the segment reports required by the accounting principles IFRS (International Financial Reporting Standards) and US GAAP (Generally Accepted Accounting Principles). For this purpose, General Ledger Accounting contains the segment dimension. Controlling area The Controlling Area is an entity in Controlling. All the CO transactions in R/3 system would be entered with respect to the controlling area. There will be one controlling area (1000 Greaves Controlling Area) to which all the company codes will be assigned. All Company codes shall use same Chart of Accounts and Fiscal Year Variant. Fiscal Year Usually a period of twelve months for which a company regularly creates financial statements and checks inventories The fiscal year may correspond exactly to the calendar year, but this is not obligatory. In Greaves Cotton Limited And Premium Energy Transmission Limited we will be having to Fiscal Year 1. 0L- Fiscal Year From April to March. It will be leading Ledger . 2. SL- Fiscal Year From July to June. It will be Secondary Ledger . We have to enter the documents in any one ledger and the entry will be posted in other ledger accordingly. Posting Period and Counting FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 3 Special Periods Special posting periods that subdivide the last regular posting period for closing operations. Irrespective of how we have defined our fiscal year, we can also use special periods. Special periods subdivide the year-end closing period. They therefore merely divide the last posting period into several closing periods. This enables us to create several supplementary financial Statements A fiscal year usually has 12 posting periods. In General Ledger Accounting, we have defined four special periods so out total accounting periods will be 16 for Greaves Cotton Limited and Premium Energy Transmission Limited. Cost Centre An organizational unit within a controlling area that represents a defined location of cost incurrence. The requirement at Greaves is to capture the costs Department wise. Cost centers would be divided into main groupings: Example: 1) Production 2) Service 3) Administration Cost Centers 4) Selling & Distribution Cost Centers Profit Centre Create KE51 Change- KE52 Display:-KE53 A profit center is an organizational unit in accounting that reflects a management-oriented structure of the organization for the purpose of internal control. We can analyze operating results for profit centers using either the cost-of-sales or the period accounting approach. By calculating the fixed capital as well, we can use our profit centers as investment centers. We at Greaves Cotton have defined the logic as FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 4 Profit Center: 1372003 1 for Greaves Cotton ltd. 3 for BG III 72 for LEU I as per legacy. 003 for Engines (Unique Product) Last three digits will be for Unique product or Spares or Common. To create Profit Center follow the below path: We have to enter the profit center number. If we have to copy for the existing profit center, we can give that Profit center After we press: Enter or button on the screen. The below screen will appear, enter the Profit center details. FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 5 Then go to the Company Code Tab on the Screen as shown below After we press Save button on the top row of the screen. Again go to the Basic Data Tab and use can see that the Profit Center is in Inactive mode. FI- CO End User Training Module 2009 Gr e a v e s Co t t o n Li m i t e d Page 6 Then click the activate button After activation it will be seen as below Then Click the Save button on the top row of the screen. The profit center will be created. Profit Center Group Create - KCH1 Change: KCH2 Display: KCH3 A profit center group is a hierachical structure of profit centers. We can use profit center groups to group profit centers together according to company-specific criteria. Use Profit center groups are used for reporting, allocations or in various planning functions, where it does not make sense to enter or display data at the lowest level (with a high level of detail). The standard hierarchy is a special type of profit center group. It has to contain all profit centers belonging to the controlling area and reflect the organizational structure of Profit Center Accounting. We can collect cost centers according to various criteria into groups. This enables us to use cost centers to depict the structure of the organization in the SAP System. Enter the Profit Center Group. Press the Button to view cost center groups. Press enter or button and the below screen will appear.

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