whitepaper - excise in oracle

Sainath

ORACLE APPLICATIONS

WHITE PAPER

Financials for India

Excise Invoice Number Generation

Options And SetupsPrepared by

Author: Naveen Kumar Vaddadi FCA Support

Creation Date: 28-Mar-09

Last Updated: 29-May-09

Control Number: 1.01

Version: 1.02

Copyright (C) 1995 Oracle Corporation

All Rights Reserved

Product Design and Architecture

Table of Content

41.Scope.

4Defining Excise Invoice Number Generation

42.Introduction.

4Organization Structure under Central Excise Act

53.Organization structure Overview.

6Summary Organization structure

64. Setup Checklist for Excise Invoice Generation

75. Methods of Generating Excise Invoice.

75.1. Excise Invoice generation at EC Code

85.1.a Setups required at Organization Additional Information.

115.1.b Setting up Master Organization with Location.

155.1.c Set up at Child Organizations with Null location.

165.1.d Set up at Child Organization with location.

185.1.e Bond Register Setup

185.2. Excise invoice generation for one unit (At inventory organization level)

195.2.a. Set up at Organization with Null location.

245.2.b Setup at Organization with location.

255.2.c Bond Register Setup.

255.3 Having common excise invoice number for some order types and different for some order types:

285.4 Other ways of generating excise invoice number

285.4.a. RG1 Manual Entry Form

295.4.b RG23A Manual Entry Form

305.4.c. Pre Printed Excise Invoice Numbers

315.4.d. Excise Invoice number for Return To Vendor Transaction

326.Concurrent Programs Pertaining to Excise

347. Things need to be taken care at year-end.

348 Additional sources.

1.Scope.

Defining Excise Invoice Number GenerationThis feature can be used to automate the Excise Invoice document sequence generation.

You can setup a document sequence for the combination of Transaction Type, Order/Invoice Type and Register Type.

You can define an alpha/numeric value which would be prefixed to the number series generated for each excise invoice. The setup would be restricted to the Order/Invoice Types for which it is created.

For all other Excise Invoices which are created using Order/Invoice Types for which setup has not been made, the system uses the default number series. This would be a numeric series, starting with 1, incremented by one. The sequence would be different for each Organization/location and the nature of clearance. Within the organization, the sequence would be different for the Domestic clearances and Export Clearances.

Before defining the user definable prefixes and excise invoice numbers, setup needs to be done in define Bond register where the user needs to associate an Order type for all transactions Order Management module and Transaction source for all transactions from Accounts Receivable module. The Order type and transaction source will be associated with different type of excise removals (like domestic with excise, Bond, Export with excise etc.). Only after associating an Order type/Transaction source with an excise related transaction type, user should define the user definable prefixes and excise invoice numbers in this region.

The current White Paper covers various methods of generating the excise invoice numbers, and setups required for the same. Apart from this; steps that need to be taken care at the year-end have also been covered.

2.Introduction.

Organization Structure under Central Excise Act

Central Excise is a federal tax controlled by the Central Excise Department and is only applicable for an excise-registered manufacturer or an excise-registered dealer. A Central Excise Registration is required for each physical location (licensed premises).

Excise registration is always based on a physical location. The Excise Department will identify each physical location with a unique Excise Control Code Number (ECC Number). For the purposes of tax reporting, the following information needs to be recorded.

Each excise-registered location will be responsible for complying with excise regulations and need to maintain separate set of excise related records. Tax settlement, tax credit tracking, tax payments etc

1. ECC Number (Excise Control Code Number)

2. Type of registration (manufacturer/1st stage dealer or 2nd stage dealer)

3. Name and address of the Excise Range Office that has jurisdiction over the registered physical premises

4. Name and address of the Excise Divisional Office that has jurisdiction over the registered physical premises

5. Name and address of the Excise Commissionarate that has jurisdiction over the registered physical premises

3.Organization structure Overview.

Below example will help us in understanding various methods of generation of excise invoice number.

Vision India Limited has multiple manufacturing facilities located at different places. All these units are registered under Central Excise.

Summary Organization structureOrganizationLocationEC CodeCommissionerateDivisionRange

IO1, IO2, IO3HyderabadECC123VNKORAHyderabad1VHyderabad

IO5HyderabadECC124VNKORAHyderabadVHyderabad

Note:

Following are the details of the Manufacturing Locations and the corresponding Excise Registration details:

1. Inventory Organization 1,2 and 3 (i.e., IO1, IO2 and IO3) are located in the same factory having common physical location, address and having common Excise invoice generation.

2. Inventory Organization 5 (Multi CD MP 3 Systems IO5) is having only one unit with one Inventory org.

4. Setup Checklist for Excise Invoice Generation

Steps Required In Oracle India Inventory

Step NoRequiredStep Title

Step 1.1Required Define Organization Additional Information

Step 1.2Optional Define Trading Registration Details

Step 1.2Required Define Accounts Information for Organization

Step 1.4 Required Define Tax Calendar

Step 1.5 Optional Define Excise Invoice Generation

Step 2 Required Define Sub Inventory Locations

Step 3 Required Define Item Localization Information

Step 4 Required Define Tax Codes

Steps Required In Oracle India Payables

Step 5Required Define Excise Authorities

Steps Required In Oracle India Order Management

Step 6 Required Define Bond Registers

Step 7 Optional Define Assessable Price Lists

Steps Required In Oracle India Receivables

Step 8Required Customer Additional Information

5. Methods of Generating Excise Invoice.

Excise Invoice Generation for Manufacturing/Trading Unit:-

1. Excise Invoice generation at EC Code

2. Excise invoice generation for one unit (At Inventory Organization level)

3. Having common excise invoice number for sum order types and different for some order types.

5.1. Excise Invoice generation at EC Code

Consider the Example of Vision India Video Systems, which has three manufacturing units, two of located in the same Physical Location. The Color Televisions division, DVD/VCD and VCR/VCP units are located at Hyderabad under same Commissionarate.

As three organizations (i.e., Color Televisions division, DVD/VCD and VCR/VCP) are defined within the same excise registered premises, for having common excise invoice number generation, setup a dummy organization as Master Org i.e. Color Televisions Division IO1_Dummy as the Master Organization for the Excise entity located at Hyderabad.

While, choose Color Televisions Division, DVD/VCD and the VCR/VCP Divisions as the child organization.

Organization, which is defined, as dummy inventory organization, needs to be created as Master Organization and ensure no transactions are done in this. This is to ensure that the Master Organization is used only for reporting purposes and no transactions are done at the reporting entity level i.e., Dummy Org level. However if organization doesnt want to have reporting organization then there is no need to define dummy organization; existing organization and location itself can be marked as Master.

5.1.a Setups required at Organization Additional Information.Following are the steps to complete the Additional Organization Information for Vision Color Television, DVD/VCD and VCR/VCP units:

5.1.a Setup at Master Organization with Null Location.

Navigation: India Local Inventory ( Setup ( Organizations ( Additional InformationField DescriptionType

ActionDescription

NameRequiredPickPick up name of the organization from the LOV

LocationBlank

Keep Field BlankSetup on above form to be done twice - one with out location and other with location

Master Org FlagBlankKeep Field BlankShould not be enabled

Master OrganizationBlankKeep Field BlankShould not be enabled

EC CodeRequiredFillImportant: This Field will make organization as Manufacturing organization.

Excise Invoice At EC CodeBlankKeep Field BlankShould not be enabled

Tax CalendarRequiredClickClicking on this button will open tax calendar form

Field DescriptionType

ActionDescription

ActiveRequiredCurrent Year should be enabledFlag indicates Active fin year

YearRequiredFill the yearDefine Year in YYYY format

Start DateRequiredFill the Date in MM/DD/YYYYThis should be Start date of Financial year ie. Apr-1-YYYY

End DateRequiredFill the Date in MM/DD/YYYYThis should be End date of Financial year i.e., Mar-31-YYYY

Open Next YearOptionalThis button needs to be clicked once the 31-March Is closed Once new Fin Year is opened, transactions cannot be done in old period. Fresh setups need to be done for excise invoice generation for the new year.

Excise GenerationOptionalClick on the buttonOptional setup, this setup is required only if there is specific requirement for Excise Invoice generation like adding prefix or specific start number


ActionDescription

Transaction TypeOptionalPick up from LOVSetups on this form need to be done only if there is any specific requirement like adding prefix and start number. Pick up Domestic as shown in the screen shots.

Order/Invoice TypeOptionalDefaultOnce the transaction type is given as Domestic, this Field will get defaulted.

Register CodeOptionalDefaultOnce the transaction type is given as Domestic, this Field will get defaulted.

PrefixOptionalAdd ManuallyThis can be an alphanumeric value.

Start Number RequiredAdd ManuallyDescribe Start number

Jump ByOptionalAdd ManuallyNormally this would be 1

End NumberOptionalAdd ManuallyMax Invoice number, till which n numbers it should generate.

5.1.b Setting up Master Organization with Location. Navigation: India Local Inventory ( Setup ( Organization ( Additional Information


ActionDescription

NameRequiredPickPick up the name of the organization from the LOV

LocationRequired

Pick Up LocationPick up the name of the location from the LOV

Master Org FlagRequiredEnable Check boxThis identifies organization as Master organization.

Master organizationBlankKeep Field BlankIf Master organization flag is enabled keep this field blank

EC CodeRequiredFillEnsure the EC code given at the null location is defaulted here.

Excise Invoice At EC CodeBlankEnable the check boxOn enabling this check box, Excise Invoice sequence will be maintained at the EC code level.

Tax CalendarRequiredClickClick on the tax calendar button to get the excise generation form.


ActionDescription

YearRequiredFill the yearEnsure the year mentioned in the null location is getting defaulted on to the organization with location fields.

Start DateRequiredFill the Date in format MM/DD/YYYYNormally this should be Financial year ie.

Apr-1-YYYY

End DateRequiredFill the Date in format MM/DD/YYYYNormally this should be Financial year ie.

Mar-31-YYYY


Open Next YearOptionalThis tab needs to be clicked once the 31-March Is closed Once new Fin Year is opened, transactions cannot be done in the old period. Fresh setups need to be done for excise invoice generation for the new year.

Excise GenerationOptionalClick on the tabOptional setup, this setup is required only if there is specific requirement for excise invoice generation like Adding Prefix or start number etc.

Transaction TypeOptionalPick up from LOVIf there is any specific requirement, pick up values as shown in the screen shots and add prefix.

Note: Things that need to be taken care at Master organization (Dummy).

Ensure the Setups done for Excise generation at Organization Null location flow to Organization and location combination, if it has not flown then the same setups need to be done manually.

Ensure Fields Prefix and Start numbers are same for organization null location as well as organization location.

Set up on Excise Generation form is optional, if no setup is done on this form, then Excise Invoice will be generated based on GP1 for Domestic & GP2 for Export

Before doing setup in the Excise Generation form, appropriate setups need to be done in the Define Bond register form for the order types.

Order types defined in ONT Transaction type in Order Management (OM) module as well as transaction types defined at Receivables (AR) module will get defaulted in the Bond register form as well as in Order/Invoice type fields in organization additional information form.

5.1.c Set up at Child Organizations with Null location.

Below setups needs to be done at the child organization, similar setups needs to be done for all other child organizations associated with the dummy master organization.

Note: -

Ensure the setups done at the child organization for tax calendar and excise generation tab is same as Master Organization


ActionDescription


LocationBlank

Keep Field BlankSetup needs to be done twice - once with out Location and other with location

Master Org FlagBlankKeep Field BlankShould not enable

Master organizationBlankKeep Field BlankShould not enable

EC CodeRequiredFillImportant: This field will make organization as Manufacturing organization.

Excise Invoice At EC CodeBlankKeep Field BlankShould not enable

Tax CalendarRequiredClickClicking on this form will open Year definition form as well as excise invoice sequence definition form, the setups on this form should be same as defined at the dummy organization level.

5.1.d Set up at Child Organization with location.

Note: -

Ensure the setups existing at Master organization have flown to the tax calendar and excise generation tab.

Same setups need to be performed for all other Child organizations.


ActionDescription

NameRequiredPickPick up Organization name from the LOV

LocationRequired

Pick Up LocationPick up Location from the LOV

Master Org FlagBlankBlankShould not enable this check box, as the organization is child organization.

Master organizationRequiredPick UpPick up relevant master organization from the LOV

EC CodeRequiredFillEnsure the EC code given at the Master Organization null location is defaulted here.

Excise Invoice At EC CodeBlankBlank Should not enable this check box.

Tax CalendarRequiredClickClick on the tax calendar button to get the Calendar definition, ensure the details of calendar and the Excise generation details have been defaulted from the master organization, if not defaulted the same needs to be defined manually.

5.1.e Bond Register Setup

Navigation: India Local Receivables: Setup: Registers: Define Bond Register


ActionDescription

OrganizationRequiredPickMaster Organization need to be pick up from the LOV

LocationRequiredPickLocation of master organization need to be picked up from the LOV

Register TypeRequiredPickPick up Domestic_Excise

Order / Invoice InfoRequiredPickPick up all the Order/Invoice types for which common sequence is required

5.2. Excise invoice generation for one unit (At inventory organization level)Considering the same Example of Vision India Video Systems. Now we will see how to define a setup for the organizations where excise invoice number required at inventory organization level

5.2.a. Set up at Organization with Null location.


ActionDescription


LocationBlank

Keep Field BlankSetup needs to be done twice - once without Location and other with location

Master Org FlagBlankKeep Field BlankShould not enable


EC CodeRequiredFillOn filling information in this field the organization should be marked as Manufacturing organization.

Excise Invoice At EC CodeBlankKeep Field BlankShould not enable

Tax CalendarRequiredClickClicking on this form will open Tax Calendar Information form below


ActionDescription

YearRequiredFill the yearEnsure the year mentioned in the null location is getting defaulted on to the organization with location fields.

Start DateRequiredFill the Date in MM/DD/YYYYNormally this should be Financial year i.e. Apr-1-YYYY

End DateRequiredFill the Date in MM/DD/YYYYNormally this should be Financial year i.e. 31-Mar-XX


Open Next YearOptionalThis tab needs to be clicked once the 31-March Is closed Once new Fin Year is opened, transactions cannot be done in old period. The setups done on excise generation tab will get removed; fresh setups need to be done every year.

Excise GenerationOptionalClick on the tabOptional setup, this setup is required only if there is specific requirement for excise invoice generation, like Adding Prefix or start number etc.


ActionDescription

Transaction TypeRequiredPick up from LOVCheck on the list of transaction types given below.

Order / Invoice Type RequiredPick up from LOVBased on value selected in Transaction Type, the values are populated in this Field.

Order ONT Transaction Types

Invoice Transaction types defined in AR

Domestic Domestic (defaults)

Register CodeRequiredPick up from LOVRegister codes at Bond register level will populate in this Field.

Code starts with Trading as prefix pertains to trading organization and remaining are the Manufacturing organization.

Domestic with out excise is not supported

Domestic Domestic (defaults)

PrefixOptionalAdd ManuallyThis can be alphanumeric value.

Start Number RequiredAdd ManuallyDesired Start number

Jump ByOptionalAdd ManuallyNormally this would be 1

End NumberOptionalAdd ManuallyMax Invoice number, which will generate.

Transaction types & its use

Transaction TypeMeaning

InvoiceOn selecting this option in combination with the Invoice Type, the Excise Invoice number would be based on the definition specified for this record in Organization additional information form

OrderOn selecting this option in combination with the Order Type, the Excise Invoice number is generated.

Return To Vendor -(RTV)The document sequence defined here would be applicable to excise invoice numbers generated for a Return to Vendor Transaction.

Return Material Authorization (RMA)Not Applicable

DomesticThe document sequence defined here would be applicable to excise invoice numbers generated for a Domestic transaction This would be applicable to all the Order/Invoice Types that are on the Define Bond Register setup form.

ExportOn selecting this option in combination with the Order Type, the Excise Invoice number is generated for Export transaction.

Domestic ExportThe document sequence defined here would be applicable to excise invoice numbers generated for an Export Transaction.

This would be applicable to all the Order/Invoice Types that are on the

Define Bond Register: Chosen for the Organization/ Location with the Register Type as Domestic with Export And This Order Type is not chosen in the Excise creation in Organization additional information India Localization screen for the Organization, Location.

Order/Invoice TypeBased on option selected in Transaction type Field the LOV will be having relevant values, e.g. on selecting Order in Transaction type Field, the Order types will display.

Register CodeValues what so ever appearing on the Bond register form for register type will displayed here, user needs to ensure that the value picked up in excise generation screen as well bond register screen should be same.

Important Note: -

Excise Invoice Generation happens for combination of Transaction Type and Order/Invoice Type.

Above setup is optional: If nothing is been defined on Excise Invoice Generation Screen, then auto generated system numbers will be allotted to the Excise Invoice as stipulated under Rule 52 A of the Central Excise Rules (one sequence for domestic transactions and another for exports i.e., in this Default sequence the start number will be only numeric 1 without having any prefix)

5.2.b Setup at Organization with location.


ActionDescription


LocationRequired

Pick Up LocationPick up name of the location from the LOV

Master Org FlagRequiredEnable Check boxThis indicates organization as a Master organization.


EC CodeRequiredFillEnsure the EC code given at the null location is defaulted here.

Excise Invoice At EC CodeBlankBlankKeep this field blank

Tax CalendarRequiredClickClick on the tax calendar button to get the excise generation form. Ensure setups done at null location have been defaulted

5.2.c Bond Register Setup.

Navigation: India Local Order Management : Setup : Registers : Define Bond RegisterField DescriptionType

ActionDescription

OrganizationRequiredPickOrganization needs to be selected from the LOV

LocationRequiredPickLocation of the organization needs to be selected from the LOV

Register TypeRequiredPickSelect Domestic_Excise

Order / Invoice InfoRequiredPickSelect all the Order/Invoice types for which sequence is required

5.3 Having common excise invoice number for some order types and different for some order types:

If Organization is having 5 order types out of which four may be having common prefixes or sequence for Excise Invoice and remaining one order type may be having different sequence. For achieving this, the following setups are required at the organization additional information level.

5.3.a Set up at Organization with location.


ActionDescription

Transaction TypeOptionalPick up from LOVPick up Domestic as shown in the screen shots, for the order type having common sequence and for the other order type for which separate sequence is required, add second line as shown in the screen shot.

Order/Invoice TypeOptionalDefaultOnce the transaction type is given as Domestic this Field will be defaulted. And for the order type, for which separate sequence is required, add manually.

Register CodeOptionalDefaultOnce the transaction type is given as Domestic this Field will get defaulted and for the order type, separate sequence is to be added manually.

PrefixOptionalAdd ManuallyThis can be alphanumeric value.

Start Number RequiredAdd ManuallyDesired Start number

Jump ByOptionalAdd ManuallyNormally this would be One

End NumberOptionalAdd ManuallyMax Invoice number, which will generate.

5.4 Other ways of generating excise invoice number

5.4.a. RG1 Manual Entry Form

5.4.b. Pre Printed Excise Invoice Numbers 5.4.c. Excise Invoice number for RTV Transaction5.4.d. Excise Invoice number for Return To Vendor Transaction5.4.a. RG1 Manual Entry Form

Navigation: India Local Inventory: Transactions: RG Registers: RG1 Register Entry

Important fields that need to be entered:


ActionDescription

Generate Excise InvoiceRequiredEnableThis flag needs to be enabled for getting the excise invoice number

Invoice NoRequiredAutomatic NumberOnce the Form has been saved, this number will get generated automatically

5.4.b RG23A Manual Entry Form

Navigation: India Local Inventory: Transactions: RG Registers: RG23 Register EntryImportant fields that need to be entered:


ActionDescription

Transaction TypeRequiredEnableExcise Invoice will get generated based on transaction type

Generate Excise InvoiceRequiredEnableThis flag needs to be enabled for getting the excise invoice number

5.4.c. Pre Printed Excise Invoice NumbersYou can enter your pre printed excise invoice numbers against each delivery. Such numbers can be alpha numeric in nature. It is also possible that a delivery may be printed on more than one pre printed invoice. For such cases, option has been provided to enter from and to numbers so that the same is recorded in the system for future reference.

India Local Order Management: Shipping: Ship Confirm (Localized) Important field that needs to be entered:


ActionDescription

Pre Print Inv Nos.OptionalEnterOn clicking on Pre Print Inv No tab, separate form opens where in manual excise invoice can be entered

5.4.d. Excise Invoice number for Return To Vendor Transaction

Important fields that need to be entered:


ActionDescription

RMA NumberRequiredFill ManuallyThe value given here will help in running the report India Return to Vendor.

DFFRequiredPick up ContextPick up India Return to vendor and enter Y to get the excise invoice Number

6.Concurrent Programs Pertaining to Excise A. India Excise Invoice Generation concurrent

India Excise Invoice Generation This is a mandatory concurrent program (if you are using excise type of localization taxes), which based on the Delivery id (optional) results in generation of Excise Invoice number against the delivery and also hits the excise registers. This has to be scheduled to run after Inventory interface and Order Management Interface and prior to Auto invoice. This report does not generate any printable output..

Note:

1) This concurrent needs to be setup as incompatible with it self. If the same is not done and multiple users run it with blank Delivery_id, it would result in skipping Excise invoice numbers or alternatively hitting the Excise register multiple times for the same delivery..

2) This concurrent should be scheduled with blank Delivery id, which would pick and process all available deliveries. This is to be run with Delivery_id for specific cases, where debug log is required for any issue being reported.

3) In case the users run it with delivery_id as a part of the process, then the concurrent needs to be scheduled to run at least once a day without Delivery_id to ensure that any records skipped get Excise Invoice numbers for the same day. Failure to do this will result in sequencing issues when compared to excise invoice dates.

4) The concurrent will process only those deliveries that are OM interfaced and Inventory interfaced.

5) This concurrent is for generating excise invoice number and accounting thereof. This is not expected to generate any output.

6) This concurrent needs to be run prior to Autoinvoice import if you expect to see the Excise invoice number in AR Localization tables.B. India Excise Duty Recalculation: -

This is an optional concurrent program that enables you to recalculate Excise Duty attached to unshipped orders, if there is a change in the assessable value of items. Excise duty recalculation is done for those unshipped orders that satisfy the input criteria. This report does not generate any printable output. You can use this program to recalculate the Excise duty and all dependent taxes on Open Sales Orders. The excise duty is recalculated to reflect the latest Assessable Price applicable to the items included in the transaction respectively. Using this feature, you can eliminate manual effort required to update all Open Sales Orders to reflect changes in Assessable Prices.

C. India Return to vendor report: -

This report will give excise invoice number for the Return to vendor transaction

D.India Importing Excise/VAT Invoice Numbers in AR

This concurrent will populate excise and vat invoice numbers in AR workbench.

E. India - Commercial Invoice for OM Report

This Report gives you the commercial Invoice with Excise Invoice Number, Excise Details for a Sales order against each delivery.

F. India Forecast Excise Amount in RG Registers

Gives the Forecast for CENVAT and PLA Payments for a given Organization, Location Combination from as of date to entered dateG. India Excise/VAT Invoice Template

A template has been given to print the Excise and VAT invoice.

7. Things need to be taken care at year-end.

On clicking the Open Next year option on the Organization additional information screen, the setups done at the excise generation form disappear. To avoid set up issues please follow the steps outlined below:

Take screen shots of the Excise Generation setups before clicking on open next year button on organization additional information form. Do new setups after opening next year referencing the screenshots captured earlier.

Ensure the button Open Next Year is clicked only after 31st March transactions have been completed.

It is highly recommended to first do the setups in test and then migrate the solution to production to avoid any setup issues.

Ensure the year is opened only after doing RG consolidation, system will not allow RG consolidation to be performed in previous fin year once new fin year is opened.

8 Additional sources.

Please refer to the following Metalink Notes for additional details:

Note # 557374.1: Oracle Financials for India Web cast on Excise and Customs

Note #471249.1

: Documentation repository for Oracle Financials for India Implementation Guide Oracle Financials for India - India Localization IN60107 URM Note # 340169.1: How to Get Latest India Localization Patch set / functionality.

123531

123531

- Dummy

- Dummy

- Dummy

Vision India Limited

Video System OU1

Audio System OU2

Color Televisions-IO1

DVD/VCD-IO2

VCR/VCP-IO3

Multi CD MP 3 Systems IO5

PAGE 32Excise Invoice Number Generation White Paper Ver 1.02

whitepaper - excise in oracle

Documents

excise invoice generation

excise invoice numbers

common excise invoice

excise invoices

central excise act

register type

b setup

master organization