api - wanbury limited exports.pdf · create sales order –initial screen –va01 sales order type...

SAP ECC 6.0

PROCESS DOCUMENT OF DEEMED

EXPORT SALES - API

Domestic Sale From Factory Process Flow

Create Sales Order

VA01

Create Delivery

Document VL01N

Create Commercial

Invoice VF01

Create Excise

Invoice J1IIN

Update RG1 Excise

Register J1I5

Extract RG1 Excise

Register J2I5

Print RG1 Excise

Register J2I6

Create ARE3 form

Update ARE3 form

Close ARE3 form

CREATE SALES ORDER – T-CODE – VA01

T-CODE VA01

To create a Sales Order enter the T-

CODE “VA01” in the command line

Create Sales Order – Initial Screen – VA01

Sales Order Type for Deemed Export Sales transaction is ZDEX

The sales area for Domestic Sales will beORGP/TR/ 00.

The Sales Organisation “ORGP” represents the API Sales Org.

The distribution channel “TR” represents the 100% EOU distribution channel.

The division “00” represents Cross Division.

Sales area represents the distribution channel that a sales organisation uses to sell the products of a division.

Sales Order: Overview

Mandatory fields are

Sold-To-Party,

Ship-To-Party,

Material Code, Qty,

And Plant

Batch Number can be entered in

the sales order itself if the batch

number is known.Double click on the material to

enter the item level view to check

the item level details

CONDITION TAB AT ITEM LEVEL IN SALES

ORDER

The different pricing elements are represented

by the different condition types. Here the

different condition types are:

ZDEX – Basic Price

JMOD – Basic Excise duty

JECS – Education Cess

JA1X – Higher Education Cess

The “Condition Tab” view at the item level

displays the pricing details of the item

Here ZDEX is a manual condition which

needs to be filled manually with the agreed

selling price

CHECKING THE INCOMPLETION LOG FOR

COMPLETENESS OF THE SALES DOCUMENT

Click on the Edit button on the Menu Bar

and select the Incompletion Log button to

check whether all the mandatory fields have

been filled. In case mandatory information

is not filled then in that instance the system

will display message intimating that the field

needs to be filled for the order to be

considered “Complete”. An incomplete

sales order cannot be processed further.

SALES ORDER SAVED

If the document is complete then the

below message is displayed by the

system post which the Sales Order

can be saved

SALES ORDER SAVED

The Exports sales order is saved and

Order Number generated

automatically by the system

CREATION OF DELIVERY DOCUMENT – VL01N

In the initial Outbound Delivery

screen, the following details need

to be maintained:

1. Shipping Point

2. Selection Date

3. Order Reference Number

T-CODE VL01N

PICKING DETAILS TO BE ENTERED

Picking Tab needs to be clicked to

enter the picked quantity

PICKING DETAILS ENTERED AND POST

GOODS ISSUE EXECUTED

The Storage Location field and

the Picked Quantity field needs to

be filled. Batch Number needs to

also be entered in the event that it

has not entered in the Sales Order.

Post Goods Issue Tab needs to be

clicked once the details are filled

DELIVERY DOCUMENT SAVED

The Delivery Document is saved and

a reference number is generated by

the system automatically

DOCUMENT FLOW

T-Code VL02N

Enter the T-Code VL02N and click on

the Document Flow button

DOCUMENT FLOW – GOODS ISSUE DELIVERY

DOCUMENT SELECTION

Select the Goods Issue delivery

document and press the display

document button

GOODS ISSUE MATERIAL DOCUMENT

DETAILS

Click on the Accounting Document

button to check the accounting

entries

ACCOUNTING DOCUMENT ANALYSIS

In the subsequent window select the

Accounting document line and click

on the magnifying glass

ACCOUNTING DOCUMENT WITH THE GOODS

ISSUE ACCOUNTING ENTRIES

In the subsequent window the

accounting entries are displayed

which represents the accounting

impact of the goods issue

CREATION OF THE BILLING DOCUMENT –

VF01

Enter the T-Code VF01 to create the

billing document in the command field

BILLING DOCUMENT CREATION INITIAL

SCREEN

Enter the Delivery Document number

as Reference to create the billing

document

BILLING DOCUMENT - OVERVIEW

In the Initial Screen all the details are

prefilled, please check whether the

details like Payer, Billing Date,

Material, Qty to be billed, etc are

correctly populated in the initial

screen

Double Click on the item or the

magnifying glass at the left hand

bottom screen to check the item level

details

BILLING DOCUMENT – ITEM LEVEL

CONDITION TAB DETAILING PRICES

At the item level click on the

conditions tab and check whether the

prices copied herewith are correct

BILLING DOCUMENT - HEADER VIEW

If the billing date needs to be

changed, please click on the

magnifying glass near the Billing date

field. This will take you into the

“Header View”

BILLING DOCUMENT – HEADER VIEW –

CHANGE BILLING DATE

In the Header Tab , you can change

the date in the “Billing Date” Field.

FOREIGN TRADE DETAILS MAINTAINED AT THE

HEADER LEVEL OF THE BILLING DOCUMENT

In the case of Export Sales the

ForTrade/Customs field also needs to

be updated. The “Handling” tab

and the “Geography” tab needs to

be updated

BILLING DOCUMENT – HEADER LEVEL –

FOREIGN TRADE/ CUSTOMS DETAILS

The “Geography” tab updated

BILLING DOCUMENT SAVED

If everything is proper in the Billing

Document , save the billing document

by pressing the “Save” Button

The Billing document number is auto

generated by the system on clicking

the save button.

CHANGE BILLING DOCUMENT

T-Code – VF02

Using the T-Code VF02 – we can

check the accounting impact of the

billing document generated

Select the Document Flow to check

the completeness of the preceding

sales documents

ACCOUNTING DOCUMENT

Select the Accounting document and

click on “Display Document” button

ACCOUNTING DOCUMENT DETAILS

The accounting entries are displayed

which reflect the impact of the billing

document creation

CREATION OF EXCISE INVOICE – J1IIN

Billing document number should be

entered in the the “Billing

Document” field. The actual

“Posting Date” needs to be entered.

T-CODE – J1IIN

CREATION OF EXCISE INVOICE

The excise values auto

populate in the respective

excise fields. Check the

values.

Simulate Button helps

simulate the excise

invoice creation

The Utilization Button

allows to check the

balances available for

utilization prior to the

saving of the excise

invoice.

The excise

reference field

displays the Billing

number which was

referenced to create

this excise invoice

SELECTION OF THE EXCISE INVOICE TYPE

Click on the pencil icon to

specify if the exports is being

done Under Bond/ No Bond/

Deemed/ Letter Of Undertaking

EXCISE INVOICE SAVED

Excise Invoice saved

and invoice number

auto generated

PRINTING EXCISE INVOICE

Use the T-CODE

VF02 to print the

Excise Invoice. Enter

the Billing document

number and click on

the “Billing Document”

button

PRINTING OF EXCISE INVOICE

Click on the “Issue

Output To”


Select the Output

Type “ZI10” and then

click the “Print

Preview” button to

preview the excise

invoice or the “Print”

button to print the

excise invoice.

UPDATION OF EXCISE REGISTER RG1

T-CODE for updating RG1

register is “J1I5”

RG1 is the register prescribed

by the excise dept. for daily

entry of production and

dispatches. It is a daily stock

report and should be run

everyday after all the

transactions are completed for

the day. This process is called

updation of the register

UPDATION OF EXCISE REGISTER RG1

For Updating the register the following

fields need to be maintained:

1. Company

2. Plant

3. Excise Group

4. Posting Date the transaction is

being run for

5. Classification

RG1 entries need to be classified as to

whether they are receipts from

manufacture or are other receipts.

Similarly during Issues which clearance

is selected i.e. with payment of excise

duty or without payment of excise duty.

This classification will help report the

transactions under various headings as

required by the Excise

Commissionarate.

RG1 register

should be first

updated for

receipt of material

from manufacture

or from other

sources. Hence

the classification

selected will be

“ROP or RMA”

Document

Post date

should be

selected

“RG1” should

be clicked

Once the fields are

filled then the

execute button

needs to be clicked

UPDATION OF EXCISE REGISTER RG1 –

INWARD ENTRY

In this current screen, the material

along with the batch and qty details are

mentioned as received from

Manufacture. This needs to be first

updated in the RG1 register as receipts.

The entry needs to be selected by

“ticking” the box and then “Simulate”

button should be clicked to simulate the

transaction.


INWARD ENTRY

The colour “Green” on clicking the

simulation button indicates that the

entry can now be posted to the RG1

register

Click on the Posting Button once the

system has displayed the “Green

indicator”


INWARD ENTRY

Once the posting is done the below

message is displayed the “Processing

is over for 1 record”


OUTWARD ENTRY

Once the “Inward entry” is updated in

the RG1 register, the “Outbound

delivery” entry will also need to be

updated in the RG1 Register which will

suggest that the delivery has been

executed against the above receipt

Again , the following fields need to be

maintained:

1. Company

2. Plant

3. Excise Group

4. Posting Date

5. Material

6. Batch (if known)

7. Classification – This will be either

IDH/ IDE/IWE/IWT/IWO, etc

depending on the type of

transactions. Here select IWE.

8. Select “Document Post Date” and

“RG1” register fieldClick “Execute” once all the fields are

filled


OUTWARD ENTRY

Once the “Execute” button is clicked the

appropriate entry is displayed which

now needs to be “Simulated” prior to

posting in the RG1 register

Select the entry and click on the

“Simulate Button”


OUTWARD ENTRY

If the indicator is “green” then it means

that the entry can now be posted to the

RG1 register

Click on the “Posting” button once the

indicator is “green”


OUTWARD ENTRY

The outbound delivery entry has also

been posted to the RG1 register

EXTRACTION OF RG1 REGISTER

Once the RG1 Register is Update it

needs to be extracted for a particular

period.

T-CODE for Extraction of RG1 register

is “J2I5”


For extracting the RG1 Register the

following fields need to be filled:

1. Excise Group

2. Start Date of extraction

3. End Date of extraction

4. Select RG1 Register as we need the

details of RG1 register for a

particular period

Once the details are filled click on

“Execute”


The register name with a “Green tick”

will appear if successfully extracted

PRINTING OF RG1 REGISTER

Once the RG1 Register is extracted for

the selected period, the details can be

printed using the T-Code “J2I6”


Select the Register “RG1” and

“Execute”


Enter the following details:

Excise Group

Start Date and End Date

Select the “Excel Form” for saving

the details in an Excel sheet


Select the path to save the RG1 excel

sheet

Screenprint of RG1 register

Screen print of the RG1 register

printed

CAPTURE THE CT1/CT2/CT3 LICENSE DETAILS

IN THE SYSTEM

Complete the fields in the License

capturing screen

Save the License and note the

Reference Number generated by the

system

To create ARE-3 form enter the T-

CODE J1IA301

CREATE ARE-3 DOCUMENT

Enter the Outgoing Excise Invoice

number in the field and press “Enter”Select the “Create ARE-3” in the field

CREATE ARE-3 DOCUMENT

All the details auto populate in the

initial screen, check if the details have

pulled correctly

Enter the Dispatch date and the

Dispatch Time in the “Certification

Dates” tab – Header level and the

License Year and License Number at

the item level

Save the ARE-3 document by clicking

on the “Save” button

Flow in FI to continue

FI Flow

View Customer

Ledger

FBL5N

Post Incoming

Payment

F-28

View Customer

Ledger

FBL5N

View Customer Ledger

To view Customer Ledger

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


Step 1- Enter Customer account and Company Code

Step 2- Select All items and specify period.

Step 3- Click execute


The invoice amount is shown as open item.

Post Incoming Payment

To post incoming payment

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


Enter the following details-Header-Document Date, Posting Date, ReferenceBank data – Account, amount, value dateOpen item selection- Account (Customer a/c),

Then select Process open items.


There are 28 open items in the Customer’s account, however, in the instant case only 1 item is being cleared.

The amount entered and assigned do not match.


Click Select all


Click Deactivate items


After Deselecting all items, the amount assigned becomes “0” (Zero).Now double click on the amount to be paid.


Upon item selection, Amount entered and assigned match.


Simulate the document


View the Accounting Entry and Post the payment (or Press Ctrl+S)


The payment document has been posted.


Step 1- Enter Customer account and Company Code

Step 2- Select All items and specify period.

Step 3- Click execute


The invoice has been cleared.

THANK YOU

api - wanbury limited exports.pdf · create sales order –initial screen –va01 sales order type...

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