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TRANSCRIPT
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Business Blue Print Document
Submitted to
Aichelin Unitherm Heat Treatment Systems India
Pvt. Ltd. (AUPL)
By
Praxis Info Solutions Pvt. Ltd.
Version 1.1
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Table of Contents
1. Executive Summary ................................................................................................................... 4
2. Set-up of Basic Data and Parameters ......................................................................................... 5
2.1 Master Data ....................................................................................................................... 5
2.1.1 Item Master ............................................................................................................... 5
2.1.2 Bill of Material ............................................................................................................ 5
2.1.3 Vendor Master ........................................................................................................... 5
2.1.4 Customer Master........................................................................................................ 5
2.1.5 Chart of Accounts ....................................................................................................... 5
2.1.6 Quality Plans .............................................................................................................. 5
3. Main Process - Sales .................................................................................................................. 6
3.1 Sales Overall Process Flow Chart ..................................................................................... 6
3.2 Sub Process - Enquiry ......................................................................................................... 7
3.3 Sub Process Quotations ................................................................................................... 7
3.4 Sub Process Negotiations with customers........................................................................ 8
3.5 Sub Process - Sales Order ................................................................................................... 8
3.6 Sub Process Delivery...................................................................................................... 10
3.7 Sub Process Invoice ....................................................................................................... 10
3.8 Sub Process Erection and Commissioning ...................................................................... 11
3.9 Sub Process After Sales Service ...................................................................................... 11
4. Main Process - Planning ........................................................................................................... 12
4.1 Planning Overall Process Flow Chart .............................................................................. 12
4.2 Process Mapping .............................................................................................................. 13
5. Main Process Purchase ......................................................................................................... 15
5.1 Purchase Overall Process Chart ..................................................................................... 15
5.2 Domestic Purchase Process Flow Chart .......................................................................... 16
5.3 Import Purchase Process Flow Chart .............................................................................. 17
5.4 Sub Process Indent for Materials ................................................................................... 18
5.5 Sub Process Floating Enquiries for proposals ................... ....................................... ....... 18
5.6 Sub Process Quotations ................................................................................................. 18
5.7 Sub Process Purchase Order (All scenarios)........... ..................... ........ ....... ..................... 18
6. Main Process - Production ....................................................................................................... 21
6.1 Production Overall Process Flow Chart .......................................................................... 21
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6.2 Process Mapping Production ......................................................................................... 21
7. Main Process Stores and Inventory Management.................................................................. 25
7.1 Stores Process Flow Chart ............................................................................................. 25
7.2 Sub Process Good Receipt against PO ............................................................................ 25
7.3 Sub Process Goods Issue for Production Order .............................................................. 26
7.4 Sub Process Goods Return from Production .................................................................. 27
7.5 Sub Process - Goods Returned to vendor .......................................................................... 27
7.6 Sub Process Sub Contracting Material ........................................................................... 27
7.7 Sub Process - Miscellaneous Receipts and Issues ................... ........ ....... ..................... ....... 28
7.8 Sub Process - Customer Supplied Material .............. ............................................... .......... 28
8. Main Process - Quality Management ....................................................................................... 29
8.1 Quality Management Overall Process Flow Chart .......................... ....... ............... .......... 29
8.2 Sub Process Inward Material Inspection .......................................................... .............. 30
8.3 Sub Process QA in Production ........................................................................................ 31
8.4 Sub Process Outdoor Inspection .................................................................................... 31
8.5 Sub Process Material Returned from Site.............. ............................................... .......... 32
8.6 Sub Process Material Transferred to another Job...... ..................... ....... ...................... ... 32
9. Main Process Commercial Cell .............................................................................................. 33
9.1 Commercial Cell - Overall Process Flow Chart .............. ....... .............................................. 33
9.2 Commercial Cell - Process Mapping .................................................................................. 33
10. Main Process Accounts...................................................................................................... 36
11. Main Process Design ......................................................................................................... 40
11.1 Design Process Flow Chart ............................................................................................. 40
11.2 Process Mapping - Design................................................................................................. 41
12. Main Process HRMS .......................................................................................................... 42
12.1 HRMS Reports ............................................................................................................... 43
13. Main Process Payroll ......................................................................................................... 45
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1. Executive Summary
The purpose of this document is to capture the process flow in detail for various functions. At the
same time, an attempt has been made to map the process with functionalities in the software
application (whether it is SAP B1, or Payroll or HRMS). This document is expected to serve as the
guideline for this implementation project.
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2. Set-up of Basic Data and Parameters
2.1 Master Data
2.1.1 Item Master
Item master is the fundamental element of this system. Hence, it is important that this data be
created with maximum attention to detail and accuracy. An excel template will be provided for
capturing this data. In addition to this, a guideline document for item master has also been provided.
2.1.2 Bill of Material
Bill of material is created using the item master data. An excel template will be provided for
capturing this data.
2.1.3 Vendor MasterThis data is required to maintain all transactions with vendors. An excel template will be provided for
capturing this data.
2.1.4 Customer Master
This data is required to maintain all transactions with customers. An excel template will be provided
for capturing this data.
2.1.5 Chart of Accounts
This is essentially a listing of all ledger accounts duly grouped under headings that are required in
the balance sheet or P&L. An excel template will be provided for the same.
2.1.6 Quality PlansThis will be required for Quality plans to be defined for QA transactions.
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3. Main Process - Sales
3.1 Sales Overall Process Flow Chart
Following are the broad steps involved in sales process.
1. Enquiry2. Quotation3. Negotiations (Manual, outside SAP)4. Customer Order5. Delivery6. Invoice7. Installation and commissioning8. After Sales Service
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3.2 Sub Process - Enquiry
SL
NO
Description Mapping in SAP B1 Remarks
1 Capturing Sales
enquiries
Opportunity Management Numbering will be done as per SAP
Standard
2 Capturing
activities in
relation to the
enquiry
Activity Tracking functionality
will be used
Variety of activities can be created and
assigned, with reminders
3 Updating
enquiry status
Each opportunity can be
updated with the relevant
down-stream document
created in the system
For E.g. Sales Quotation created for an
opportunity can be updated in the
Opportunity in Stages tab
4 List of enquiries This will be made available
through Opportunity Reporting
5 Segregation of
enquiries based
on Main
Equipment or
Spares,
Service
This will be achieved by using
an identifier in the Opportunity
Report will be built to deliver the
segregation. Various mappings
provided by AUPL will be referred
while generating these reports (like
state-zone etc.)
6 Additional
Header level
parameters like
North, East,
West, South,
Export
Based on the reporting formats
required we need to capture
the fields during Enquiry
3.3 Sub Process QuotationsSL
NO
Description Mapping in SAP B1 Remarks
1 Creating Quotations Quotation Functionality
2 Quotations need to be
segregated based on region,
This will be achieved using a
combination of numbering series,
AUPL needs to
finalize item code
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SL
NO
Description Mapping in SAP B1 Remarks
Year and type of item (Main
Equipment or Spares)quoted
identifier fields and reporting
capabilities
creation process for
Quotation process
3 Capturing activities in
relation to the quotation
Activity Tracking functionality will be
used
Variety of activities
can be created and
assigned, with
reminders
4 Budgetary Quotations need
to be marked separately
This will be explored with the usage of
an identifier field
5 Quotation Printout Main quotation document that has all
technical details etc. will continue to be
done in word format. SAP will capture
only the commercial part (price,
payment terms etc.).
6 Revisions to Quotations Existing quotation can be edited and
changes can be done. System will show
the latest version of the document by
default.
Note: Revisions are not maintained if
the we activate the Quotation approvalprocess in SAP
3.4 Sub Process Negotiations with customers
This activity will be done as a normal business process, without any active entries/updates in the SAP
system, except the ones related to making modifications to the quotations, which is already covered
earlier.
3.5 Sub Process - Sales Order
SLNO
Description Mapping in SAP B1 Remarks
1 Entry of
customer PO
Sales Order functionality will be used. Currently,
sales orders are classified as follows
Main Equipment Spares Erection and Commissioning
AUPL will revert with a
check list for SO
creation. This will
enable setting up
variety of checks at the
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SL
NO
Description Mapping in SAP B1 Remarks
Repair & Services
AMC Free Supply
time of SO creation.
2 Order
Acceptance
Once the pre-requisite steps are carried out
manually outside of SAP, user can generate an
order acceptance documents from SAP system..
OA document will be
printed based on the
sales order entered in
the system
3 Changes to
orders by
customer
If customer makes a small change then the same
can be reflected in the existing Sales Order
document if the sales order is not closed.
If customer makes a major amendment to the
order leading to additional supplies and if the
original sales order is closed then user will have to
create a new sales order and while doing so, user
has to maintain the same customer reference
number if applicable.
If customer releases a new order and cancels old
one, then user will have to create a new sales order
and cancel the one that was previously created.
4 Alerts Once the Sales order is created, system would sendthe following alerts
- In case of advance alert to Commercial toraise Pro-forma invoice
- Planning and design for information5 Additional
Documents
Additional documents related to Sales order like
Estimation, customer drawing and other
documents relevant to Sales order will be stored as
attachment
6 Approval for
Sales Order
This can be set-up. AUPL needs to finalize the
approval hierarchy and rules (within the framework
of SAP B1 Users in the system)
Praxis recommendation Do not activate approval
process for Sales Order as there will be changes
(Technical and / or commercial) after order
*Please note once we
activate the Sales Order
approval process,
approved sales order
cannot be changed
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SL
NO
Description Mapping in SAP B1 Remarks
finalization.
3.6 Sub Process Delivery
SL
NO
Description Mapping in SAP B1 Remarks
1 Dispatch of
items
Delivery functionality will be used. Once the item is available in
stock, a delivery can be created with respect to the sales order.
Outgoing excise invoice will be created with respect to thisdelivery document for Excise related effects.
3.7 Sub Process Invoice
SL
NO
Description Mapping in SAP B1 Remarks
1 Proforma
Invoices
There is no out of the box mapping for
this requirement. Sales Order
functionality with some tweaking is likely
to be used for this process.
2 Final invoice AR invoice feature will be used for this
process. Invoice formats will be mapped
for
Domestic Material and Service Export Material and Service
Different numbering series will be
maintained for Excise Invoices and non-
Excise Invoices.
AUPL to revert with printable
formats indicating the different
pieces of information that needs
to be printed.
The earlier these inputs are given,
lesser will be the impact (or
rework) on dependent masterdata like customer master, item
master etc.
4 Approval for
invoice
This can be set-up. AUPL needs to finalize
the approval hierarchy and rules (within
the framework of SAP B1 Users in the
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4. Main Process - Planning
4.1 Planning Overall Process Flow Chart
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4.2 Process Mapping
SL
NO
Description Mapping in SAP B1 Remarks
1 Ability to viewcustomer order
specifications
Sales Order document in SAP willprovide all necessary information
needed
2 Iterative
planning
This will be done using MRP
functionality.
Care needs to be taken to ensure
that all open documents against
which no further supplies (or
production for in-house activities)
are expected are closed before
running the MRP.
There are several otherparameters that need to be
maintained accurately in item
master for the MRP to suggest
realistic options.
Also, MRP run should be
performed by limited number of
MRP- educated users, who can
interpret MRP output accurately.
3 Parameters in
item master
There are several parameters in the
item master that need to be
maintained as accurately as possible,
so that MRP can give realistic results.
E.g. Minimum, Maximum stock levels,
lead time, Buy or Make etc.
4 Indenting of
material
Items in BOM need not be indented
since proposals will be made by the
system automatically. These
proposals will be for purchase orders
or production orders.
5 Checking stocks Variety of reports are available in the
system that can be used for this
purpose
6 Planned cost Planned cost (only material) of items
can be maintained in the BOM that
will be created by Design
Actual material cost will be
managed in the system based on
the items that are actually issued
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SL
NO
Description Mapping in SAP B1 Remarks
department. towards any production order
7 Decision about
sub contracting
This decision depends on several
factors and dynamic variables.
This process will have to be
handled outside of SAP.
In case there is a change in the
Design BoM and production BoM,
User will change the BoM
accordingly to accommodate the
requirements.
8 Actual cost
booked towards
any project
Project wise P&L can be generated
from the system.
However, this report is accessible
only to accounts/ professional
users.
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5. Main Process Purchase5.1 Purchase Overall Process Chart
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5.2 Domestic Purchase Process Flow Chart
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5.3 Import Purchase Process Flow Chart
Following are the broad steps involved in purchase process.
1. Indent for materials2. Float Enquiries3. Receive Quotations4. Negotiation/Comparison5. Vendor registration, if new6. Release PO7. Call for inspection8. QC Inspection and clearance9. Call to accounts for payment10.Give clearance to supplier to dispatch11.Receive goods12.Payment
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5.4 Sub Process Indent for Materials
SL
NO
Description Mapping in SAP B1 Remarks
1 Indent formaterials
Requirements for items that are included in BOM will begenerated by the system after running MRP. No separate indent is
needed.
MRP will propose the recommendations for generating either
Purchase Order (for items that are marked as Buy in item master)
or production order (for items that are marked as Make in item
maser)
Buyer/Planner will take a final call and accept/modify the
recommendations of MRP.
Upon acceptance, system will create Purchase Orders.
2 Indent for
materials
For items that are not covered in BOM, Purchase Requisitions
need to be created in the system
5.5 Sub Process Floating Enquiries for proposals
This process will be handled outside of SAP System.
5.6 Sub Process Quotations
SLNO
Description Mapping in SAP B1 Remarks
1 Quotation entry Purchase Quotation functionality can be used for this
2 Comparison of
Quotations
Quotations submitted by different vendors can be
compared in the system
5.7 Sub Process Purchase Order (All scenarios)
SL
NO
Description Mapping in SAP B1 Remarks
1 Purchase Order Purchase Order functionality will be used
2 Tax structure,
freight
Quotations
These can be entered in the PO
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SL
NO
Description Mapping in SAP B1 Remarks
3 Terms of
Payment (ToP)
ToP gets defaulted based on the vendor
master. However user can change this at thePO stage
4 Standard Terms
and conditions
Standard T&C can be created at pre-defined
texts and can be copied into every purchase
order
5 Follow up
activities for PO
Activity Tracking functionality will be used Variety of activities can be
created and assigned, with
reminders
6 PO for Sub
contracting
PO will be raised for labor charges (Service PO
in SAP)
Material will be sent to the
processor with respect to
this PO using the Sub
Contracting Module.
7 Call for
Inspection alerts
This will be used primarily in Sub-contracting
POs. Provision will be made at the PO header
level where user can enter Call for
Inspection dates for
1. RM inspection2. Tag-Weld Inspection3. Final Inspection
Daily alert will be
generated for calls for
inspection that are due in
next 8 days (with reference
to the dates entered for
these three stages)
8 PO for capital
goods
General process of creating PO will remain
the same as normal PO
There may be some additional identifiers that
need to be populated if the PO is for capital
goods
9 PO for imports General process of creating PO will remain
the same as normal PO.
There may be some additional identifiers thatneed to be populated if the PO is for imports
Provision will be made for following
1. OA received?2. Committed deliver date
If committed delivery date is beyond the
Alert will be generated
every day, which will
identify all such Pos, where
delivery is due in next 10
days (as per the
requirement date
mentioned in the PO
header).
This alert will be sent to
Buyer and commercial
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6. Main Process - Production
6.1 Production Overall Process Flow Chart
6.2 Process Mapping Production
SL
NO
Description Mapping in SAP B1 Remarks
1 Ability to viewcustomer order
specifications
Sales Order document in SAPwill provide all necessary
information needed
2 Project wise
micro planning
This will be in the form of
creating production orders
(items to be produced, there
quantities, dates of delivery)
Stocks can be checked for all child items for
any stage based on the BOM.
In addition to this, there are several other
reports in inventory management module
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SL
NO
Description Mapping in SAP B1 Remarks
for various sub-assemblies
or stages
that will assist the planning department in
making their decisions.
3 Material
availability for
an order
When the user views the
production order and refers
to the bill of material,
system also shows current
stock of that item.
In addition a report will be generated that
will list out the position of various items
needed to complete that production order
4 Production Production order
functionality will be used.
Whenever a production
order is created, system will
copy the bill of material
(from master data), into the
production order.
Any further changes that
may happen to the bill of
material have to be made
directly in the production
order, if the change is very
specific to that order.
5 Drawing
availability
Design department will
upload the drawing files for
each item whether it is
Finished Goods, Sub-
Assemblies, Sub-
Components or Parts i.e
Sub-components and Parts.
A report will be developed that will show the
availability of drawing for that sub-
assembly/component. This report will refer
to the item master fields where the design
department will be updating the status of
drawing number, revision number or any
other reference information like GOD or
LOD, Engineering notes, List of loose items
etc.
6 Alert for
receipt of
materials
Daily alert will be set that
will list out the items
received on that day for
respective projects
Alert will also be set for QC
clearance of items.
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SL
NO
Description Mapping in SAP B1 Remarks
7 Pending items
for an order
This information will be
available in the productionorder itself. In fact the
production order displays
planned quantity and actual
quantity for each of the
items/sub-assemblies listed
in the production BOM.
Report/Alert will be developed that will help
the planning department to find out list ofitems that are not yet received for a
particular order.
8 Completion of
production
Production declaration
functionality will be used
9 Call for
inspection
This will be handled through
activity management
functionality.
Inspection calls will be raised using activity
management for checking of any sub
assembly, parts, main assembly, process etc.
which are those of running production
activity.
10 List of items to
be supplied
loose
This will be available in the
sales order, if items were to
be supplied loose
contractually.
In case, the equipment was dispatched with
short supplies list of items that were not
used up as per planned quantity in the BOM
are visible in the production order itself. If
needed, an additional report may have to be
developed for this purpose. Ownership offinal shortage list lies with QC, as per AUPLs
current process.
11 Returning extra
items to stores
Any items that need to be
returned back to main stores
will be done so using
inventory transfer
transaction
Return of material will be prepared by
production. An appropriate format for MRN
would be developed.
12 Daily man hour
logging
In SAP manufacturing, user
can enter the hours
consumed for that particular
order.
Further classification of skills
and their rates can be
maintained as well.
User will have to make
It is not possible to link attendance system
with SAP for this purpose. Man hours
available on a particular date cannot be
generated in SAP.
However, user can enter the actual hours
spent on the order (for various levels of
skills).
Attendance related emails, if needed, will
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NO
Description Mapping in SAP B1 Remarks
entries as per actual hours
spent on that productionorder
have to be triggered from the attendance
tracking system (not a part of SAP) that youhave already deployed.
13 Project
progress
AUPL will revert with a
business logic that can be
used to deduce the progress
of any production order.
It may be noted that the parameters to be
used for this report, will necessarily have to
be fields based in SAP system. Report output
format will be kept as close as possible to the
current format (excel), subject to technical
feasibility.
Full-fledged project progress tracking will
have to be done using MS Project software
and will be completely outside of SAP.
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7. Main Process Stores and Inventory Management
7.1 Stores Process Flow Chart
7.2 Sub Process Good Receipt against PO
SL
NO
Description Mapping in SAP B1 Remarks
1 Goods Inward GRPO functionality will be used. AUPL to provide list
of checks or locks
that they need at
the GRPO stage so
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NO
Description Mapping in SAP B1 Remarks
that they can be set-
up
2 Serial number
tracking
Movement of items that are marked as Serial
Number Managed in item master can be
tracked. System will ask for serial number while
performing any transaction that has an effect
on the stored quantities
3 Location of storage
needs to be visible
This will be achieved with the help of the
location that is mapped to the item in item
master
AUPL to provide
location in item
master
4 Bar code label
printing AUPL is
yet to finalize their
own requirements
Once the requirements are finalized, solution
options can be discussed
5 Non moving item A report will be generated that will show all
items where no inventory transaction has been
posted since last XYZ months.
6 Check points for
incoming invoice
Certain fields will be provided that can be used
for positive confirmation about receiving
concerned documents/information at the timeof making goods receipt
AUPL to provide a
list of these check
points
7.3 Sub Process Goods Issue for Production Order
SL
NO
Description Mapping in SAP B1 Remarks
1 List of items to be
issues for
production order
This list is available in the production order
document.
If needed a report
will be developed
to address specificneeds
2 Issue of material
for production
order
This will be achieved in two steps
Step 1:Inventory transfer transaction will be used
to transfer material from main production store to
Production Store
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SL
NO
Description Mapping in SAP B1 Remarks
Step 2: As and when the production department
actually consumes the material, Issue toProduction transaction will be used. This step will
result in reducing the stock of the items and
posting a consumption entry.
7.4 Sub Process Goods Return from Production
SL
NO
Description Mapping in SAP B1 Remarks
1 Receipt of material
returned by
production
This will be handled via inventory transfer functionality
and the requisite item quantities will be moved from
production stores to main stores.
7.5 Sub Process - Goods Returned to vendor
SL
NO
Description Mapping in SAP B1 Remarks
1 Material is sent back
to vendor
This will be handled via Goods Return functionality in
Purchase module
2 POD for vendor
returns
Field will be provided in the goods return document,
where the user can updated once the POD is received.
3 Debit Memo on
vendor
This will be created using AP Credit Memo functionality
7.6 Sub Process Sub Contracting Material
SL
NO
Description Mapping in SAP B1 Remarks
1 Sending material to
sub-contractor
This will be achieved using
the sub-contracting
module using 4 (5) challan
transaction
Reference of the sub-contracting PO
will be provided
2 Reconciliation of Complete reporting will be
provided in the sub-
Reports will be available item wise,
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NO
Description Mapping in SAP B1 Remarks
material/challan contracting module challan wise, processor wise
3 Receipt of processed
goods sent by
processor
This will be handled via
goods receipt transaction
in sub-contracting module
Based on the balance quantity the
challan will be closed/or continue to
remain open so that it can be used for
receiving balance material.
7.7 Sub Process - Miscellaneous Receipts and Issues
SL
NO
Description Mapping in SAP B1 Remarks
1 MiscellaneousGR
This will be achieved using GoodsReceipt transaction in Inventory
module
This transaction has to be doneby a highly responsible user
2 Miscellaneous
GI
This will be achieved using Goods Issue
transaction in Inventory module
This transaction has to be done
by a highly responsible user
7.8 Sub Process - Customer Supplied Material
SL
NO
Description Mapping in SAP B1 Remarks
1 Receiving
customer
supplied material
for trials
These items need to be created as zero value
item masters.
Another identifier flag will be used to indicate
that the item is supplier by customer.
Additionally, item code for such items should be
designed in such a way that user can easily
identify that it is a customer supplier item.
On receipt of such items, a goods receipt entry
will be posted.
Report will be
developed to show all
customer supplied
items lying in AUPL
premises.
2 Return of
customer
supplied material
for trials
When the item is returned, a goods issue
transaction will be posted
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8. Main Process - Quality Management8.1 Quality Management Overall Process Flow Chart
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8.2 Sub Process Inward Material Inspection
SL
NO
Description Mapping in SAP B1 Remarks
1 Incoming inspection Pre-requisites
Item master should indicate thatQM is applicable for that item
Inspection plan has to be
maintained for the item
2 Listing of pending
inspection activity
for incoming
material
As soon as the user opens up the
QM application and refreshes the
screen, system will display a list of
all GRs for which the incoming
inspection activity is still pending.
3 Entering the values
observed
This will be handled using
Inspection transaction.
4 Deciding on accept
or reject
This is handled by entering
quantities in respective fields in the
module
5 Inspection report This will be generated from the
system, which can be converted
into a PDF document.
Emailing of documents will have
to be handled outside of SAP.
6 Documents record All documents that are receivedwith the supply can be uploaded in
the Goods Receipt document.
QA team can refer to these
documents while in the process of
performing quality inspection
7 Rework items QA user will move the goods to a
rework stores and hold the final
usage decision till the items are
reoffered and the results aresatisfactory
8 Rejected items QA user will move rejected items to
a rejection store
Once the final decision is made
about such items, they will be
either reworked and reoffered or
sent back to supplier. Debit note
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SL
NO
Description Mapping in SAP B1 Remarks
will be created separately.
9 Consolidated view
of all inspection
calls made for a
project
Custom report will be developed to
manage this
8.3 Sub Process QA in Production
SL
NO
Description Mapping in SAP B1 Remarks
1 QA Inspection ofin house
produced items
Whenever a sub-assembly or stage isdeclared as produced and if the item code
is marked as relevant to QA, then the item
stock will be available in QA stores for
inspection.
Processes related toentering values, usage
decision etc. will be same as
that of Inward Inspection
2 Stage wise
inspection
Whenever a sub-assembly or stage is
declared as produced and if the item code
is marked as relevant to QA, then the item
stock will be available in QA stores for
inspection.
Processes related to
entering values, usage
decision etc. will be same as
that of Inward Inspection
3 Final Inspection
of equipment
This will be handed through pre-dispatch
inspection
Processes related to
entering values, usage
decision etc. will be same as
that of Inward Inspection
8.4 Sub Process Outdoor Inspection
SL
NO
Description Mapping in SAP B1 Remarks
1 Call for
inspection
Provision will be made at the
PO header level where user
can enter Call for Inspection
dates for
1. RM inspection2. Tag-Weld Inspection
Daily alert will be generated for calls for
inspection that are due in next 8 days (with
reference to the dates entered for these three
stages)
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SL
NO
Description Mapping in SAP B1 Remarks
2 Tracking validity
of BankGuarantees
Alerts will be set in the system
based on business rules providedby AUPL
List of alerts is mentioned in the
subsequent sections. System will beset-up in such a way that alerts can be
set for most (if not all) triggers.
Note: Praxis Recommendation is to
set only most critical alerts in the first
go, till the users get accustomed to it.
Else, there is a risk of too many alert
messages coming up and user
ignoring them.
3 Insurance
related tracking
Alerts will be set in the system
based on business rules provided
by AUPL
4 Invoicing to
customer
Please refer Sub process Invoicing
under main process Sales
5 Landed cost Landed cost functionality will be
used
Report will be developed that will
make it easier to track the mapping of
landed cost booked in clearing
account and actual bills bookedtowards those expenses.
6 Availing Excise
credit for
regular invoices
This will be done using the
incoming excise invoice transaction
in the system
7 Availing Excise
credit for
Dealer invoices
Since the value of excise credit
passed on by the dealer does not
follow a fixed formula, special tax
code called Manual Excise will be
provided. User will have to enterall necessary information manually
in this tax code including
assessable value, ED, ECESS,
HECESS etc.
8 Excise reports RG registers, PLA, DSA will be There are a bunch of other excise
related reports or formats, for which
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Business Blueprint Document Confidential Page 36 of 45
10.Main Process Accounts
SLNO
Description Mapping in SAP B1 Remarks
1 Listing of
ledgers
Chart of Accounts (CoA) - CoA
provided and approved by AUPL will
be loaded in SAP system with the
required grouping and automated
posting
Accounts that will be posted automatically
will be finalized and included the existing
list of accounts as a part of finalizing CoA in
SAP. AUPL will provide the CoA with the
required Schedule grouping as per the
Government requirements.
2 Accounts
Payable
Accounting transactions related to
vendors will be managed using APInvoice and AP credit memo, outgoing
payments and functionality
Aging reports of payables: as per GRN date
and as per due dates customer wise,invoice wise, bucket wise, currency wise
Credit note and debit note register
including tax details
Party ledger in foreign currency
Purchase return invoicing with applicable
taxes (part of Commercial)
O/s Reports in Foreign currency and INR
Auto posting of exchange gain & loss
Customized Valuation of exchange gain &
Loss (not available in SAP B1 Standard
Product is not in scope)
3 Accounts
Receivables
Accounting transactions related to
customers will be managed using AR
Invoice, AR credit memo, incoming
payments functionality
Debtors ageing Reports 1, based on invoice
date
2 Based on due date (as per terms of
orders) as per buckets of days"
Party ledger in foreign currency
Credit note and debit note register
O/s Reports in Foreign currency and INR
Auto posting of exchange gain & loss on
actual transactions
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SL
NO
Description Mapping in SAP B1 Remarks
Customized Valuation of exchange gain &
Loss (not available in SAP B1 StandardProduct is not in scope)
4 Banking Incoming payment, outgoing
payment, bank reconciliation
functionalities will be used. This is
used for both Cash and Banking
Custom report will be develop for
RRGS/NEFT Payments as per HDFC bank
requirement
Automatic payment programmed for
positing of the entry of RTGS/NEFT
payments
Cheque Printing with advice having the
details of invoices including Tax deducted
Post dated cheques accounting and
printing
Advance payment, part payment facilities
Utilization details of CC limits
Funds Transfer within bank
Foreign currency transactions for EFC a/c
Cash book, lock on Cash payment of Rs 20k
and above except bank deposit.
Actual Cash Flow statements
5 Journal
Vouchers
Bank, GL, Cash, Vendor, Customer : JV
a standard functionality in SAP to be
used
Printing of Journal Vouchers and JV
Register
Recurring entries
Excise Jv and Excise utilization JV for
payment of duty with effect on Exciserecords
Cost center wise and GL wise entry
uploading facility from excel files will be as
per the SAP standard DTW (Data transfer
Workbench)
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SL
NO
Description Mapping in SAP B1 Remarks
Reversal of entries
6 Trial
balance,
P&L and BS
Standard functionalities in SAP for TB
with Op Bal, Transactions(Dr&Cr ) &
Cl bal
Sub-Ledgers Employee advances and
Loans and Inventory. Please note SAP B1
has the sub-ledger functionality for
Debtors and creditors only. For above
requirements we will be using the GL
grouping or Dimensions in SAP. Exact
procedure will be finalized during CRP.
7 P&L SAP Standard P&L format according
to the CoA grouping will be
configured
8 Balance
Sheet
SAP Standard Balance sheet formats
with CoA grouping will be configured
9 Reports VAT computation, Sales register,
Purchase register will be available as
standard
10 Inventory Inventory Valuation will be Moving
Average Method
Reports:
1. Line item inventory details Qty x
Rate & Value With the Colum Op
Stock, Purchase, Consumption and
Closing stock (Group wise)
2. Inventory Aging Reports
In addition to the mentioned report, host
of SAP standard report will be available
11 Cost Centers All expenses other than Raw material
must be covered by cost centers
We can make the cost centers mandatory
for expense accounts.
12 TDS All mandatory requirements of TDSwith the applicable TDS sections and
capturing the TDS deducted during AP
Invoices will be covered.
SAP standard TDS reports will be
provided
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SL
NO
Description Mapping in SAP B1 Remarks
13 Service Tax Service tax codes to generate the
liability of Service Tax on Transportersand others AP invoices according to
SAP std processes will be configured
14 Fixed Assets
Fixed Assets RegisterFA register with the listing of the current
Fixed assets will be available
Monthly / Yearly deprecation
calculations
Auto calculation assets depreciation will
not be done through system. This is not
available in SAP B1 India version till date.
Purchase / Sales of Fixed Assets will
be a handled in SAP
15 Budget SAP Budget definitions will be used
define GL wise and Cost center wise
Budgets.
SAP standard report for Budget Vs Actual
will be used
16 Costing Project wise P&L can be generated
from the system.
However, this report is accessible only to
accounts/ professional users.
17 Year /
Month End
Closing
SAP standard feature for Month /
Year end will be used (Period Locking)
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11.Main Process Design
11.1Design Process Flow Chart
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11.2Process Mapping - Design
SL
NO
Description Mapping in SAP B1 Remarks
1 Drawingcreation
CAD System will handle this
2 Assigning
drawings
This will be managed by attaching
drawing files to respective item masters
or to any other operational document
likes sales order, purchase order etc.
3 List of
drawings
available
Custom report will be developed to
address this requirement. Every item
master will have fields that need to be
updated by design department, wheneverthey create item masters.
4 Alert for OA Whenever a sales order is created, an
alert will be sent to design department
user in the SAP system
5 Check list for
OA
AUPL to revert with this check list Using this input certain fields will
be provided at sales order level.
Based on values entered in these
fields, reports will display a
variety of statuses
6 Task
assignment
Activity Tracking functionality will be used Variety of activities can be
created and assigned, with
reminders
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12.Main Process HRMS
SL
NO
Description Mapping in HRMS Remarks
1 Personal
Information
Personal details Profile picture Contact details Leaves Other details related to the employee Reporting structure (Manager, Reportees)
2 Employee Self
Service
Updating personal information Viewing leave balance Applying for new leave Viewing companys holiday list Viewing updates published by HR team
3 Joining
Formalities
Offer Letter Appointment Letter Creation of New Employee master with the required
details and Uploading of documents
4 Publishing
company policy
PDF documents will be hosted like LTP, Leave Policy, Loan
Policy, TA DA Policy, Safety policy, AUPL Holiday List, Foreign
Travel Policy etc
5 Time office Daily attendance will be captured from the attendance
system and used for both HRMS and Payroll
Leave Management with Approvals
6 Gate Pass Dedicated Gate system will not be part of the scope
7 Performance
Management
Defining KPIs grade/position wise Defining goals and objectives Entering performance achievements - by employee Performing an appraisal (KPI wise)- Manager Assigning ratings for each KPI and adding feedback Assigning overall rating for the year
8 Training Module Identify and record training requirement Updated list of trainings available Application for attending a training Confirmation Updating information on trainings attended
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SL
NO
Description Mapping in HRMS Remarks
9 Requests Material request
HK Material, Safety Shoes, Stationery etc.. Manpower request Vehicle and Travel request
10 Letters to
employees
Using predefined formats
11 Alerts All alerts will be available in SAP system
12.1HRMS Reports
Please note:- AUPL needs to submit the formats for the below mentioned reports
SL
NO
Group Report name Remarks
1 Factories Act Form 20 - Maintain Register Of Leavewith Wages
Muster roll Form 27
2 Provident Fund Act1952
PF Withdrawal - Form 19 & 10C (Tobe studied in detail) Statement of workers leaving the
service - Form 10
3 Under Contract Labour
(Regulation &
Abolition) Act
Register of Workman employed bythe Contractor at AUPL
Annual Returns (Yearly return Form -24)
Muster roll Register of Annual Wages Paid Validity of License - Alert
4 Under Payment of
Bonus Act
Form C for the year closing Form D for the year closing
5 Maternity Benefit act Form A - Muster roll
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NO
Group Report name Remarks
6 HRA Form A Register to be maintainstaff
Form I For Workmen
7 Nominations Gratuity PF Nomination details likenominees name, DOB,
Relationship, % of Share
will be defined in
Employee master
details.
8 Payment Of Wage Act
1936
FORM NO. II-A (Register of wages) FORM NO. III(Register of advances
made to employment persons)
FORM NO. III-A (Register of loansgranted to the employed persons for
house building or other purposes)
9 Minimum Wages
(Central) Rules, 1950
Form III Rule 21(4A) : Annual Returnof Deduction from Wages Form
Form V Rule 26(5) : Muster Roll Form Form X Rule 26(1): Register of Wages
Form
Form XI Rule 26(2): Wage Slip Form10 THE EQUAL
REMUNERATION
RULES, 1976
FORM D - Register to be maintainedby employer under rule 6 of the Equal
Remuneration Act, 1976
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13.Main Process Payroll
SLNO
Description Mapping in HRMS Remarks
1 Company
Master
Multiple companies can bemaintained
2 Calendars Holiday calendar Factory calendar
3 Employee
Master
Detail information about eachemployee
Employee master stored in thissystem will be used by HRMSsystem
4 Salary Group Salary groups as perorganization structure
Salary stack (salary heads ofearning, deduction, manual
salary heads if applicable)
5 Monthly
Payroll
Manual salary heads (ifapplicable)
Additional deductions (ifapplicable)
Calculation of payroll for month(for review and validation)
Final Payroll Run Full and Final settlement
process
Arrears processing MLWF deduction Deductions like PF, PT, IT, ESIC
and deduction reports
F&F Final run Salary slips sent at attachment
to email, at a single click
IT calculation will be done outside the
payroll system. However, IT deductions
will be included in the monthly payroll
6 Reports There are several reports available
as standard.
If needed, additional reports can be
generated, provided there is a
technical feasibility for the same.