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Mandhana Industries Ltd.
Business Blue Print document
ForSALES AND DISTRIBUTION
Author Ms. Niti Jh
Reviewer Mr. Sudee! Mundd
Approver Mr. Sudeep MundadaRelease Date "#$Oct$%%
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Table of Contents
AN INTRODUCTION TO MANDHANA INDUSTRIES LIMITED
A. ORGANIZATIONAL UNITS....................................................................................................5
1. SALES& DISTRIBUTION....................................................................................................5
1.1. SALESAREA..........................................................................................................20
1.2. SALESORGANIZATION:.............................................................................................221.3. SALESOFFICE.......................................................................................................23
1.4. SALESGROUP........................................................................................................24
1.5. DISTRIBUTIONCHANNELS.........................................................................................25
1.6. DIVISIONS.............................................................................................................26
1.7. PLANTS................................................................................................................ 26
2. INVENTORYMANAGEMENT..................................................................................................27
2.1 STORAGELOCATION..................................................................................................27
2.2 SHIPPINGPOINTS......................................................................................................28
B. MASTER DATA..................................................................................................................... 29
GENERALMASTERRECORD.................................................................................................29
1.1 CUSTOMERMASTERRECORDS........................................................................................29
1.2 CUSTOMERACCOUNTASSIGNMENTGROUP.......................................................................32
2. SALES& DISTRIBUTION.....................................................................................................34
2.1 PRICECONDITIONS......................................................................................................34
2.2 PRICINGPROCEDURES..................................................................................................35
C.BUSINESS PROCESSES......................................................................................................40
1. SALESANDDISTRIBUTION...............................................................................................40
1.1CUSTOMERINQUIRYPROCESSING.....................................................................................40
1.2 CUSTOMERQUOTATIONPROCESSING................................................................................41
1.3. SALESORDERPROCESSING.........................................................................................42
1.4 CREDITCONTROL.....................................................................................................481.5. SHIPPING.................................................................................................................49
1.6. BILLING.................................................................................................................. 55
1.7. BILLINGCANCELLATION............................................................................................. 60
1.8. EXCISE...................................................................................................................61
1.9. PROCESSOVERVIEWTABLEFORSALES& DISTRIBUTIONS..................................................62
REPORTING.......................................................................................................................66
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Sales & Distribution TeamOrganization
Hierarchy Designation Acceptance/SignatureMrs. VarshaRaghuraman
V.P. (Garment Export
Dn.)
P. Tyagi
Mr. Jagdish
Pamwani,
NovelERPTeam
Niti Jha SD Consultant
Sudeep M.
SD Lead & Project
Coordinator
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Mandhana Industries Ltd.
ShAPe IT ProjectIntroduction
Mandhana is a multi-divisional Textile Company spread over multiple geographical
locations. MIL engages in Manufacturing of textiles and garments with state-of-the-art
infrastructure. The scope of Mandhanas business includes designing, yarn dyeing,
weaving, processing, printing and garment manufacturing. Planned infrastructural
developments have helped MIL integrate vertically and establish a niche player in the
Indian Textile. The SAP R/3 SD & AFS module will encompass all the activities in
Sales & Distribution and the integration activities with Production, Quality, Financeand Purchase.
Document Change Control :
Rele
aseDescription
Create
d byDate
Reviewed
byDate
Sec
tio
n
Description
1.0Sales &
DistributionNiti Jha
13th
Oct, 11
Sudeep
Mundada
14th
Oct, 11
2.0Sales &
DistributionNiti Jha
8th Nov,
11
Sudeep
Mundada
8th
Nov, 112.1
Concept Of Z
Screen is added.
2.0Sales &
DistributionNiti Jha
9th Nov,
11
Sudeep
Mundada
10th
Nov, 11
C-
1.8
Process Overview
Table & Reports
are added.
3.0Sales &
DistributionNiti Jha
17th
Dev, 11
Sudeep
Mundada
17th
Dec, 11
B-
2.2
Overhead
condition type
removed from
Pricing Procedure
3.0Sales &
Distribution
Niti Jha17th
Dev, 11
Sudeep
Mundada
17th
Dec, 11
A-
1.4
Merchandisers
name removed
from Sales Group.
Replaced by Group
A, B etc.
4.0 Sales &
Distribution
Niti Jha 27th
Jan, 12
Sudeep
Mundada
27th
Jan, 12
Added Stock Sale
(Fresh & Surplus)
in Sales doc. Type
Chart.
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5.0 Sales &
Distribution
Niti Jha 23rd
Feb, 12
Sudeep
Mundada
23rd
Feb, 12
Added Deemed
Exp dist.channel
& order type,
pricing. Changed
Nomenclature.
New account
group added.
A. Organizational Units
1.Sales & Distribution.
Sales Organization:
Sales Organization stands for a selling unit in the legal sense, being responsible
for product liability and other claims made by customers. Each sale business
transaction is processed within one sale organization, which has to be entered
by the user when starting the transaction.
AS IS:
A) Existing Sales Organization structure For Garments (Export) division
Sales
Organizati
on
Description
MPO Mandhana Industries Ltd. (Export Division)
Existing Sales Organization structure For Garments (Domestic) division
SalesOrganization
Description
MDD Mandhana Domestic Division
TO BE
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Proposed Sales Organization structure For Garments (Export &Domestic)
division
Sales Organization Description
1000Mandhana Garments (Export & Domestic
Division)
AS IS:
B) Existing Sales Organization structure For Fabrics (Export/Domestic)
division
Sales Organization Description
MIL Mandhana Industries Ltd.
TO BE
Proposed Sales Organization structure For Fabrics (Export/Domestic)
division
Sales Organization Description
2000 Mandhana Textile
TO BE
C)In addition we are proposing Sales Organization structure for Retail
Segment also.
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Proposed Sales Organization structure For Retail division
Sales Organization Description3000 Mandhana Retail
Distribution Channel:
The distribution channel represents the channel through which salable
materials or services reach customers. Within a sales organization a customer
can be supplied through several distribution channels. In addition, the
material master data relevant for sales, such as prices, minimum order
quantity, minimum quantity to be delivered and delivering plant, can differ for
each sales organization and distribution channel.
AS IS
A) Existing Distributional Channel Structure for Garments (Export)
division
Sr. No. Distribution Channel
1. Export Sale
2. Stock Transfer
Existing Distributional Channel Structure for Garments (Domestic)
division
Sr. No. Distribution Channel
1. Domestic Sale
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TO BE
Proposed Distributional Channel Structure For Garments (Export &
Domestic) division
Sr. No. Distribution Channel
1. Domestic Sale (10)
2. Export sale (20)
3. Stock Transfer (30)
4. Domestic Agent (40)
5. Export Agent (50)
6. Stitching (60)
7. Deemed export (80)
AS IS
B) Existing Distributional Channel Structure For Fabrics
(Export/Domestic) division
Sr. No. Distribution Channel
1. Domestic Sale
2. Export Sale
TO BE
Proposed Structure for Fabric (Export & Domestic) division
Sr. No. Distribution Channel1. Domestic Direct Sale (10)
2. Export Direct Sale (20)
3. Stock Transfer (30)
4. Domestic Agent (40)
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5. Export Agent (50)
6. Processing (70)
7. Deemed export (80)
TO BE
C)In addition we are proposing Distribution Channel for Retail
Segment also.Proposed structure For Retail division
Sr. No. Distribution Channel
1. Domestic Sale (10)
2. Export sale (20)
3. Stock Transfer (30)
4. Domestic Agent (40)
5. Export Agent (50)
6. Deemed export (80)
Division
The division is used to group materials, products and services of a
company from sales point of view.
AS IS
A) Existing Division Structure for Garments (Export) division
Sr. No. Division
1. Direct Sale
2. Agent Sale
3. Stock Transfer
4. Sampling
5. Stock Sale (Garment and Fabric)
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Existing Division Structure for Garments (Domestic) division
Sr. No. Division
1. Direct Sale
2. Agent Sale
3. Sampling
TO BE
Proposed Division Structure for Garments (Export & Domestic)
division
Sr. No. Division
1. 10 - Garment
2. 20 - Accessories
3. 30 - Fabric
4. 40 - Common
AS IS
B) Existing Division Structure for Fabrics (Export/Domestic) division
.
Sr. No. Division
1. Direct Sale
2. Agent Sale
TO BE
Proposed Division Structure for Fabric (Export & Domestic) division
Sr. No. Division
1. 50 - Yarn
2. 30 - Fabric
3. 40 - Common
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TO BE
C)In addition we are proposing Division for Retail Segment also.
Proposed Division structure For Retail division
Sr. No. Division
1. 10 - Garment
2. 20 - Accessories
3. 40 - Common
Sales office
Sales office is used to reflect geographical aspects of a company. For each
sale transaction entered in the system it is responsible to capture the
responsible sales office. The sales office information can be used to carry
out reporting for the different branches and representative offices of a
company.
AS IS
A) Existing Sales office Structure for Garments (Export) division
Sr. No. Sales Office
1. Parel, Mumbai
2. Peenya, Bangalore
Existing Sales office Structure for Garments (Domestic) division
Sr. No. Sales Office
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1. Parel, Mumbai
TO BE
Proposed Sales office Structure for Garments (Export & Domestic)
division. Any other changes for the same will be taken in the
realization phase.
Sr. No. Sales Office
1. Mumbai 1001
2. Chennai 1002
3. Delhi 1003
4. Bangalore 1004
AS IS
B) Existing Sales office Structure For Fabrics (Export/Domestic)
division
Sr. No. Sales Office
1. Parel, Mumbai
To BE
Proposed Sales office Structure For Fabric (Export & Domestic)
division
Sr. No. Distribution Channel
1. Mumbai 1001
2. Chennai 1002
3. Delhi 1003
4. Bangalore 1004
5. Tarapur 1005
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Sales Group
The staff of a sales office may be subdivided into sales groups.
AS IS
A) Existing Structure for Garments (Export) division
Sr. No. Sales Group
1. Export Sales
Existing Structure for Garments (Domestic) division
Sr. No. Sales Group
1. Domestic Sales
Existing Structure for Fabrics (Export/Domestic) division
Sr. No. Sales Group
1. Domestic Sales2. Export Sales
TO BE
Proposed structure for Sales group for Garment (Domestic/Export)
Fabric (Export & Domestic)
We will create Sales Group based on individual senior Merchandisers
belonging to each group as specified below.
Sales Group for Garment-Exports
Sr. No. Sales Group
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1. Group A 100
2. Group B 101
3. Group C 102
4. Group D - 103
5. Group E - 104
6. Group F 105
7. Group G 106
8. Group H 107
9. Group I 108
10. Group J 109
11.Group K - 110
Any other changes for the same will be taken into in the realization
phase.
Proposed structure for Sales group for Fabric (Export & Domestic) is
to be done also Person wise (like garments).
Plant:
In sales, plant refers to a physical organization unit from where goods
are/from delivered.
AS IS
A)Existing Plant Structure for Garments (Export) division
Sr. No. Plant Location
1. Mandhana Dyeing Tarapur2. Mandhana Dyeing Unit II Tarapur
3. Mandhana Weaving House Tarapur
4. Mandhana Weaving House (Shirting Division)Tarapur
5.Mandhana Industries Ltd. (Bangalore
Division)Bangalore
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6. Mandhana Industries Ltd. (Garment Division) Bangalore
7. Sampling Mumbai
Existing Plant Structure for Garments (Domestic) division
Sr. No. Plant Location
1. Mandhana Dyeing Tarapur
2. Mandhana Dyeing Unit II Tarapur
3. Mandhana Weaving House Tarapur
4. Mandhana Weaving House (Shirting Division)Tarapur
5. Mandhana Industries Ltd. (BangaloreDivision)
Bangalore
6. Mandhana Industries Ltd. (Garment Division) Bangalore
7. Sampling Mumbai
B) Existing Plant Structure for Fabrics (Export/Domestic) division
Sr. No. Plant Location
1. Mandhana Dyeing Tarapur
2. Mandhana Dyeing Unit II Tarapur
3. Mandhana Weaving House Tarapur
4. Mandhana Weaving House (Shirting Division)Tarapur
5.Mandhana Industries Ltd. (Bangalore
Division)Bangalore
6. Mandhana Industries Ltd. (Garment Division) Bangalore
7. Sampling Mumbai
TO BE
A & B) Proposed Plant Structure for Garments (Export & Domestic)
division, Fabric (Export & Domestic) division.
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In addition to above we are also proposing plant structure for Retail
segment also. We are proposing each Retail storage location as
separate Plant.
Sr.
No.Plant Location
1. Mandhana Head Office-HO (1001)
Lower
Parel,
Mumbai
2. Mandhana Sampling Sewri (1002) Mumbai
3. Mandhana Dyeing-MTD (2003) Tarapur
4. Mandhana Dyeing Unit II-CDR (2004) Tarapur
5. Mandhana Weaving House-MWH (2001)Tarapur
6.Mandhana Weaving House (Shirting Division) -
MWS (2002)
Tarapur
7. Mandhana Garment Division-MGT (2005) Tarapur
8.Mandhana Industries Ltd. (Garment Division)-
MIB1 (3001)Bangalore
9.Mandhana Industries Ltd. (Garment Division)-
MIB2 (3002)Bangalore
10.Mandhana Industries Ltd. (Garment Division)-
MIB3 (3003)Bangalore
11.Mandhana Industries Ltd. (Garment Division)-
MIB4 (3004)Bangalore
12.Mandhana Industries Ltd. (Garment Warehouse
Division)-MIBW (3005)Bangalore
13.Mandhana Industries Ltd. (Garment Division)-
MBR1 (4001)Baramati
14.Mandhana Industries Ltd. (Garment Division)-
MBR2 (4002)Baramati
15.Mandhana Industries Ltd. (Retail Division)-MRV
(5001)Mumbai
16. Mandhana Industries Ltd. (Retail Store 1) -(5002) Mumbai
17. Mandhana Industries Ltd. (Retail Store 2)-(5003) Mumbai
18. Mandhana Industries Ltd. (Retail Store 3)-(5004) Mumbai
19. Mandhana Industries Ltd. (Retail Store 4)-(5005) Mumbai
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Sales Persons
We can maintain personnel master records for sales representatives in
your company. In the personnel master record, we assign the salesperson
to the sales office and the sales group. Sales People from Marketing can
be created and selected at the time of Sales Order creation
Storage Locations
An organizational unit allowing differentiation between the various stocks
of a material in a plant, in SD module we are concerned with finished
goods storage locations at which the material is store. A plant may
contain one or more storage locations. Several storage locations can beassigned to one plant. Multiple storage location will be created plant wise
for finished product and depending on the plant and product the storage
location will be determined if it is stored in unique storage location.
AS IS
Structure for Garments (Export) division
Structure for Garments (Domestic) division
Sr. No. Store Location
1. Sewree Warehouse, Mumbai
2. Peenya central warehouse, Bangalore
Structure for Fabrics (Export/Domestic) division
Sr. No. Store Location
1. Sewree, Mumbai
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Sr. No. Store Location
1. Sewree warehouse, Mumbai
2. Peenya central warehouse, Bangalore
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2. Dyeing Unit I, Tarapur
3. Dyeing Unit II, Tarapur
4. Weaving Unit, Tarapur
5. Shirting Unit, Tarapur
TO BE
Please refer Storage Location Structure from MM BBP document.
Shipping Points
An organizational unit in Logistics is that performs shipping processing.
The physical location (for example, a warehouse or collection of loading
ramps) from which you ship the items. The shipping point is the part ofthe company responsible for the type of shipping, the necessary shipping
materials and the means of transport.
AS IS
A) Existing Shipping Structure for Garments (Export) division
Sr. No. Shipping Point
1. Sewree warehouse, Mumbai
2. Peenya central warehouse, Bangalore
Existing Shipping Structure for Garments (Domestic) division
Sr. No. Shipping Point
1. Sewree warehouse, Mumbai
2. Peenya central warehouse, Bangalore
B) Existing Shipping Structure for Fabrics (Export/Domestic)
division
Sr. No. Shipping Point
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MBR2 (4002)
14.Mandhana Industries Ltd. (Retail Division) )-MRV
(5001)Mumbai
15. Mandhana Industries Ltd. (Retail Store 1) -(5002) Mumbai
16. Mandhana Industries Ltd. (Retail Store 2)-(5003) Mumbai
17. Mandhana Industries Ltd. (Retail Store 3)-(5004) Mumbai
18. Mandhana Industries Ltd. (Retail Store 4)-(5005) Mumbai
Current SD Organization Structure
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Proposed SD Organization Structure for MIL:
1.1. Sales Area
Sales area determines which distribution channel can be used to sell the products
from one division in a sales organization. Each sales transaction will have to be
created in one of the sales area. This will ensure segregation of local and export &
stock transfer sales.
a)TO/BE:
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"ompan# "o$e %000
TARAPUR
A'DA'A)AR*'+ % 000
D,S+R,B-+,'"A''*/S
)AR*'+
A""*SSSR,*S
MUMBAIDEL&I'&ENNAI
BAN(ALORE
SA/*S,"*S
ABR," "'
D*S+," % 0
*1R+ % 20
S+"3 +RA'S*R %0
D*S+,"A)*'+ % 40
*1R+A)*'+ % 50
S+,+",')% 0
A'DA'A+*1+,/* % 2000
A'DA'AR*+A,/ % 000
SA/*SR)A',6A+,'
7AR' ABR," )AR*'+ A""*SSSR,*S
'OMMON
D,8,S,'S
MUMBAIDEL&I'&ENNAIBAN(ALORE
'OMMON
D*S+," % 0
*1R+ % 20
S+"3 +RA'S*R %0
D*S+,"A)*'+ % 40
*1R+A)*'+ % 50
rocessin% :0
D*S+," % 0
*1R+ % 20
S+"3 +RA'S*R %0
D*S+,"A)*'+ % 40
*1R+ A)*'+ % 50
D***D*1R+ % ;0
D***D*1R+ % ;0
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MIL will have below sales areas in the system:
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Sr. No. Sales Organization Distribution Channel Division
1 Mandhana Garment-1000 10 Domestic 10 Garment
2 Mandhana Garment-1000 10 Domestic 20-Accessories
3 Mandhana Garment-1000 10 Domestic 30- Fabric
4 Mandhana Garment-1000 10 Domestic 40 -Common
5 Mandhana Garment-1000 20 Export 10 - Garment
6 Mandhana Garment-1000 20 Export 20-Accessories
7 Mandhana Garment-1000 20 Export 30 - Fabric
8 Mandhana Garment-1000 20 Export 40 - Common
9 Mandhana Garment-1000 30Stock Transfer 10 - Garment
10 Mandhana Garment-1000 30Stock Transfer 20- Accessories
11 Mandhana Garment-1000 30Stock Transfer 30 - Fabric
12 Mandhana Garment-1000 30Stock Transfer 40 - Common
13 Mandhana Garment-1000 40Domestic Agent 10 - Garment
14 Mandhana Garment-1000 40Domestic Agent 20- Accessories
15 Mandhana Garment-1000 40Domestic Agent 30 - Fabric
16 Mandhana Garment-1000 40Domestic Agent 40 - Common
17 Mandhana Garment-1000 50Export Agent 10 - Garment
18 Mandhana Garment-1000 50Export Agent 20- Accessories
19 Mandhana Garment-1000 50Export Agent 30 - Fabric
20 Mandhana Garment-1000 50Export Agent 40 - Common
21 Mandhana Garment-1000 60Stitching 10-Garment
22 Mandhana Garment-1000 60Stitching 20- Accessories
23 Mandhana Garment-1000 60Stitching 30 - Fabric
24 Mandhana Garment-1000 60Stitching 40 - Common
25 Mandhana Garment-1000 80Deemed Export 10-Garment
26 Mandhana Garment-1000 80 Deemed Export 20- Accessories
27 Mandhana Garment-1000 80 Deemed Export 30 - Fabric
28 Mandhana Garment-1000 80 Deemed Export 40 - Common29 Mandhana Textile-2000 10 Domestic 50 - Yarn
30 Mandhana Textile-2000 10 Domestic 30 - Fabric
31 Mandhana Textile-2000 10 Domestic 40 - Common
32 Mandhana Textile-2000 20 Export 50 - Yarn
33 Mandhana Textile -2000 20 Export 30 - Fabric
34 Mandhana Textile -2000 20 Export 40 - Common
35 Mandhana Textile -2000 30Stock Transfer 50 - Yarn
36 Mandhana Textile -2000 30Stock Transfer 30 - Fabric
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1.2. Sales Organization:
a)Requirements/Expectations
Company Code-1000 requires three sales organizations.
b)General explanations
The sales organization is an organizational unit within logistics, which
structures the company according to its sales requirements.
A sales organization is responsible for the sale and distribution of goods and
services.
Sales organization is a entity being responsible for product liability and other
resources claims made by the customers. It could be regional sub-division of
the market also.
c)Existing Configuration
Three sales organizations MPO, MDD, and MIL for company code MIL.
d)System configuration for MIL
New sales organizations 1000, 2000 & 3000 to be created and assigned to
company code 1000.
1.3. Sales Office
a) Requirements/Expectations
1000-Company Code requires multiple Sales Offices for all sales areas.
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1.4. Sales Group
a)Requirements/Expectations
Company code-1000 requires Merchandisers belonging to specific groups as
sales group for sales transactions.
b)General explanations
A group of sales people who are responsible for processing sales of
certain products or services.
c)Existing Configuration
Sales Organization Sales Office Sales Group
MPO Mumbai Export Sale
MPO Bangalore Export Sale
MDD Mumbai Domestic Sale
MIL Mumbai Export Sale
MIL Mumbai Domestic Sale
d)System configuration for MIL
Sales Group are created based on individual Senior Merchandisers and are
assigned to sales office.
1.5.Distribution Channels
a)Requirements/Expectations.
Company Code-1000 has requirement of five common distribution channels
Domestic, Export, Stock Transfer, Domestic Agent, Deemed Export & Export
Agent for Garment, Textile & Retail segment.Garment segment has
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Stitching-60 and Textile segment has Processing-70 as an additional
distributional channel respectively.
b)General explanations
Distribution channel is used to define how different products reach to
consumers.
c)Existing Configuration
Currently MIL has three distribution Channels viz.
Domestic
Export
Stock Transfer
d)System configuration for MIL
Distribution Channels (Domestic-10, Export-20,Stock Transfer- 30,Domestic
Agent-40,Export Agent-50, Deemed Export- 80) to be used and assigned to
all three Sales Organizations- 1000,2000 & 3000. Distribution Channel
Stiching-60 has to be assigned to Sales Organization- 1000.
Distribution Channel Processing-70 to be assigned to Sales Organization-
2000.
1.6. Divisions
Requirements/Expectations.
Company Code-1000 has requirement of 4 Divisions for Garment segment, 3
Divisions for Textile segment & 3 Divisions for Retail segment.
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General explanations.
The division is one of the organizational units in Sales & Distribution and is
required for business area account assignment for logistics transactions in
Financial Accounting.
Existing Configuration
Currently MIL has four Divisions as mentioned below.
Direct Sale
Agent sale
Sampling
Stock Transfer
System configuration for MIL
We are completely redefining the Divisions structure. New Divisions like 10
-Garments, 20 -Accessories, 50 -Yarn, 30 - Fabric, 40 - Common has been
created and to be assigned to Sales Organization 1000, 2000 & 3000.
1.7. Plants
Requirements/Expectations.
Company Code-1000 has requirement of nineteen plants.
General explanations.
To monitor the stock of material it is necessary to be able to store in
the system the locations at which materials are kept. You can do this using
the terms plant and storage location. A plant can either be a place of
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2.2 Shipping Points
a) Requirements/Expectations
Company Code-1000 has requirement of eighteen shipping points.
b)General explanations.
The shipping point is the top level in the organization for shipping. It may be
a logical or physical element in the organization.
c)Existing Configuration
There are 6 existing Shipping Points at Sewree, Peenya & Tarapur.
d)System configuration for MIL
One shipping point has to created and assigned to each plant.
There are 18 shipping points.
B. Master Data
General Master Record
1.1 Customer Master Records
a) Requirements/Expectations:
The SAP system will store master data for customer which will be used for
reporting and sales cycle processing.
b)General Explanations
A business partner can be a natural or legal person who is directly involved in
a business transaction with MIL.
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The following partner functions are defined in the SAP system.
Sold-to party
Ship-to party
Payer
Bill-to party
Forwarders
Agents
In most of the cases, the sold to party (company which places an order for
the delivery of goods), at the same time acts as ship-to party (receives
goods), payer (pays or settles the invoice) and bill-to party (receives invoice).
In this case the customer fulfills all the above listed first four predefined
partner functions.
It is also quite common, however, that subsidiaries place orders, and the
head office settles the respective invoices. In this case the partner functions
are divided among different companies.
If a customer fulfills all functions at the same time, only one master record
is necessary, in which all data required for these functions is entered. In this
case a master record for the sold-to party is created. If the functions are
divided among different companies, a corresponding number of master
records are needed. In one master record you enter, for example, the address
of the sold-to party for correspondence, in another master record the
address of the ship-to party for the delivery. Only in the customer master
record of the sold-to party is a link between the individual partners
established and entering the customer number of the respective partners
does this.
Account Group:
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The account group ensures that for the different partner functions of a
customer only the necessary screens and fields are displayed for input. The
screens and fields accessed can be limited in the customer master record so
that only the necessary data is entered. This is another function of the
account group. The function of a customer is defined by assigning an
account group.
The account group determines whether internal or external number
assignment is allowed for a customer master record.
Number Range
A unique external name is assigned to every customer master record. This
external name can be used to access the master record again later, or to
refer to the customer when carrying out business transactions.
Every customer is assigned to an account group.
A customer's name is unique for all-sales areas and company codes when a
customer master record has been created for a customer in a sales area.
c) Existing configuration
Following important account groups are present in SAP.
0001 Sold-to party
0002 Goods recipient
0003 Payer
0004 Bill-to party
0006 Competitors
0007 Sales partners
CPDA One-time cust. (ext.no.assgnmt)
d) System configuration for MIL:
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01 Domestic Revenue
02 Foreign Revenues
And following key combination to be used to assign G/L accounts
1 Cust.Grp/MaterialGrp/AcctKey
2 Cust.Grp/Account Key
3 Material Grp/Acct Key
4 General
5 Acct Key
d)System configuration for MIL
Following customer account group should be made available in MIL
01 Domestic Revenues
02 Foreign Revenues
System to use Chart of Account 1000
1.3 Material Master Records
a)Requirements/Expectations.
The SAP system will store master data for customer which will be used for
reporting and sales cycle processing.
General explanations
The material master record contains all information about the materials a
company procures, manufactures, stores and ships. The data stored in the
material master is not only used by Warehouse Management (WM), but also
by other application components, such as Inventory Management (IM),
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Production Planning (PP), Quality Management (QM) and Shipping (SD-
SHP).
The integration of all information about a material into a single record
eliminates redundancy and makes it possible to store material data for allrelevant system components in a single database.
Existing Configuration.
Currently material masters are maintained in Legacy systems
System configuration for MIL:
Refer details given in MM BBP doc.
1.4 Material Account Assignment Group
Requirements/Expectations.
System should automatically determine revenue account during billing.
General explanations
Group of materials with the same accounting requirements.
Used by the system when creating an accounting document from a billing
document to determine the revenue or sales deduction account.
Existing Configuration
01 Trading
02 Services
03 Scrap
04 Semi Finished05 Raw Materials
d) System configuration for MIL
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Following material account assignment group to be made available in MIL
Finished goods.
Semi-finished goods.
Raw Material.
Scraps.
2. Sales & Distribution
2.1 Price Conditions.
a) Requirements/Expectations:
System should automatically pick price for conditions for which condition records
are maintained & should allow to enter value manually in documents for
conditions which are manually entered.
b) General Explanations:
The system uses a pricing procedure relevant for a Sales Area. The procedure has
the elements of pricing stored in it and each of them is known as a condition
type.
At the time of creating a sales order or an invoice, the pricing procedure will take
effect. The system will pick up these values automatically and calculate the final
price based on the condition
Pricing elements are generally only valid for a certain period. A price agreement
can be limited to a period by specifying a validity period. Pricing elements are
managed according to three criteria
c) Existing Configuration.
Not Applicable
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d) System configuration for MIL
Following key combination is used to maintain condition record in basic
price.
Plant/ Sales Org/Dist Ch/Customer/Material.
Customer/Material with release status
Material with release status.
2.2 Pricing Procedures.
Provision For Z-Screen:
Novel will provide a Z-Screen to enter the entities required to derive the basic
price for fabric.
For Garment: Z screen For Basic price will include
1)Fabric cost, Fabric Weight,Consumption,UOM
2)Trim Fabric cost3)Trims cost
4)Garment washing charges
5)Embroidery/Print cost if any
6)Packing Cost
7)Labour Cost
8)Shrinkage cost
For Processed Fabric: Z screen For Basic price will include
1)Yarn Cost
2)Warping+ Weaving Cost
3)Sizing Cost
4)Labour Cost
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5)Shrinkage cost
Above entries has to be entered manually in Z- Screen. This will generate a
reference number. The same reference number will be used by user in future toenter manually pricing details to derive a new reference number for new order.
Based on above details we have derived on the below pricing structure:
Prices have to be entered manually in the system by the user.
a) Requirements/Expectations:
A) Basic Pricing structure For Garment Export& Garment Deemed
Export
Condition Condition
Type
A Basic Price Value
B Freight Value
C Insurance Value/Qty/%
D Total of A+B+C
E Discount (on net) Value/Qty/%
F Grand Total (D+E )
Apart from above defined condition types if there are any other extra
costs then that will be added in the basic price itself or if it has to done
through subsequent invoice then that will be captured by Finance.
B) Basic Pricing structure For Garment Domestic
Condition ConditionType
A Basic Price Value
B Discount Value/Qty/%
C Freight Value
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D Octroi Value/Qty/%
E Total of A+B+C+D
F Excise Duty (10.3% on
net)
%
G VAT( 5%) on net Value %
H CST (2%) %
I Grand Total
(E+F+G+H)
Apart from above defined condition types if there are any other extra
costs then that will be added in the basic price itself or if it has to done
through subsequent invoice then that will be captured by Finance.
C) Basic Pricing structure For Fabric Domestic
Condition Condition
Type
A Basic Price Value
B Discount Value/Qty/%
C Freight Value
D Packing+Handling Value
E Postal Charge Value
F Insurance Value/Qty/%
G Octroi Value/Qty/%
H Loading+Unloading Value
I Stamp Duty Value
E Total of
A+B+C+D+E+F+G+H+I
F Indirect Tax on Total
Value
%
G Vat Charges on net
value of Fabric
%
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H CST Charges on net
value of Fabric
%
I Grand Total (E +
F+G+H)
D) Basic Pricing structure For Fabric Export & Fabric Deemed Export
Condition Condition
Type
A Basic Price Value
B Discount Value/Qty/%
C Freight Value
D Packing+Forwarding+Clearin
g Charges
Value
E Postal Charge Value
F Insurance Value/Qty/%
G Octroi Value/Qty/%
H Loading+Unloading Value
I Stamp Duty Value
E Total of
A+B+C+D+E+F+G+H+I
E) Basic Pricing structure For Scrap Sales/ Asset sales
Condition Condition
Type
A Basic Price Value
B Discount Value/Qty/%
C Freight Value
D Packing+Forwarding+Clearing
Charges
Value
E Octroi Value/Qty/%
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F Loading+Unloading Value
E Total of A+B+C+D+E+F
F Vat Charges on net value of
Fabric
%
G Grand Total (E + F)
b) General Explanations:
Pricing procedure are used in sales document to calculate final value , each
pricing procedure contains various condition types which controls how
pricing is done at each stage & final value is calculated.
c) Existing Configuration.
Currently system is using different pricing procedures for different sales
process.
d) System configuration for MIL
Following are the new pricing procedures to be created for MIL defined above
.
1) Domestic sales (Fabric)- ZA0DOF
2) Domestic sales (Garment)- ZA0DGM
3) Exports sales (Fabric) & Deemed Export(Fabric) - ZA0EOF
4) Exports sales (Garment) & Deemed Export ( Garment)- ZA0EOG
5) Stock Transfer Garments ZA0STO
6) Scrap Sales Garments-ZA0SCR
7) Sample Sales Domestic-ZASAMP
8) Export Sample Sales- ZAESAM
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9) JOB work sales_Garment-ZA0JOB
Assumption
1)Sample Sales will be created in the system only for Salesman Samples.
2)Free Samples sales of any kind willnot be created in the system for
Garments but for Fabric they can create wherein the invoice will be of
Zero value and no accounting effects.
3) For JOB Work process (Stitching / Processing) only one condition type
Basic price (processing charges / Stitching charges) is applicable in pricing
procedure.
C.Business Processes
1. Sales and Distribution
1.1Customer Inquiry Processing a) Requirements/Expectations
A customer inquiry comprises one or more items that contain the quantity
of a material that the customer asked for. The total quantity of an inquiry
item can be subdivided between the schedule lines in different amounts
and relevant delivery dates.
Explanation of Existing Functions and Events: For Garment (Exports
& Domestic) Division & For Fabric (Domestic/Exports) Division.
Inquiry generating leading to receipt of customer orders involved the
following steps
o Company representatives visiting customers or customer visiting /
contacting company through telephone, fax, email and internet,
taking part in exhibitions.
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o Customer contacting through other buyers.
o Inquiries through traders, brokers and agents.
o Inquiries from existing customers for repeat purchases (orders).
o Finished Material stock position, pending order position and
production plans are taken into before sending offers to customer.
o Only for Garment Export: Export inquiries are received directly from
customers or through major international brokers / commission
agents.
b) General Explanations
The Inquiry represents a general sales query for a new product. A customer
or prospective customer intents to buy certain product or services. System
can list enquiries based on customers, materials, distribution channels,
divisions and dates
c) Existing configuration
CurrentlyMIL is not creating inquiry. No inquiry will be maintained at any
plant level.
d) System configuration for MIL
MIL doesnt want the inquiries to be created in SAP too. NovelERP will create
the configuration though to create inquiries if MIL wants them to create in
future.
1.2 Customer Quotation Processing
a) Requirements/Expectations:
A quotation presents the customer with a legally binding offer for
delivering a product.
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The next document in the process, which is the Sales Order, can be created
with reference to the quotation i.e. by automatic copying the details of the
quotation document.
The system will use internal numbering. It can track quotations based on
enquiries, materials, divisions, customers, and dates.
c) Existing configuration
Currently MIL is creating Quotations for only those customer request that are
converted into orders.
d) System configuration for MIL
MIL wants creation of Quotations for confirmed orders only in SAP too.
1.3. Sales Order Processing
a) Requirements/Expectations
Existing Sales order Process
Inquiries, Quotations will be taken care by merchandising department and
orders received for execution will be authorized by HOD before releasing to
exports logistics department.
After finalization of quotation and approval of garment sample buyer gives
Purchase Order. Purchase order mainly contains style number, quantity, rate,
delivery terms and payment terms. It may consist of more than one style
numbers and their relevant information. After receiving Purchase Order frombuyer, size wise ratio is given to the CAD department for fabric consumption
to book the fabric. Against this purchase order received from buyer, first Pro-
Forma Invoice is prepared and then Production Order (Lot Number) is made by
the merchandising department. Mostly one production order is made for one
style number. Production order contains the collective information of
quotation, details of trims and fabric. Against production order Purchase
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Requisition is released for Trims and Fabric separately which is then passed
to the Trims and Fabric Procurement Departments. For local trims and
imported trims purchase requisitions are released separately.
One copy of purchase order received from buyer is sent to the account
department along with Pro-forma invoice for opening LC for FOB or CIF as per
negotiated in quotation.
The Trims and Fabric Procurement department procures Trim material and
Fabric as per purchase requisition received from merchandising department
for the production order, from the vendors by releasing Trim Purchase Order
and Fabric Purchase Order respectively. GRN is taken in respective store for
received goods and then the goods are issued to factory at Mumbai or
Bangalore or to Job worker in Mumbai or Bangalore.
The HOD of the merchandising department plans the orders and decides
which order will go to which factory for production. The lead time from order
received from buyer to shipment is 90 to 120 days. And the same is around
30-60 days for production.
General Explanation for Garment (Exports) Division:
Explanation of existing Functions and Events
Merchandising department to check all export orders to prepare Export
order execution for Export logistics and for distribution to QC, Production
after approval and authorization of HOD.
One copy of all export orders approved and signed by HOD will be sent to
Finance department.
Pre-shipment samples and Co-shipment samples related to export orders are
arranged by merchandising department.
Pro-forma invoice is prepared and copy of the same is forwarded to finance
department.
Production order (Lot number) preparation.
Planning of orders.
Preparation of Job File.
Customers to be kept informed about dispatch details by Export Logistics.
Collections of payments related to export shipment are through bank and is
closely monitored by the finance department. In case of any delay in receipt
of payments merchandising department is informed by finance department
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who will take up the matter suitably with customer and ensure receipt of
payments.
The export documents includes,
Buyer PO Details
Proforma Invoice
Trim Purchase Requisition
Fabric Purchase Requisition
Job Card
Credit Note
Reporting s
Status of outstanding orders. Statement showing commission paid / payable in USD, Euro, HKD, etc.
Statement showing number of container shipped per months, country wise,
product wise and value wise.
Statement of freight paid throughout the year.
Total charges of expenses paid such as barges, survey fees.
Statement showing full details of exports with invoice number and date,
quantity, container number, B/L advance license number, CIF value,
freight, insurance, commissions, FOB value, bank details, destination.
Statement of Production / Shipment done in each unit.
Claims form buyers.
General Explanation For Garment (Domestic) Division.
Explanation of existing Functions and Events
Merchandising department to check all orders to prepare order execution
for logistics and for distribution to QC, Production after approval and
authorization of HOD.
One copy of all orders approved and signed by HOD will be sent to Finance
department. Pre-shipment samples and Co-shipment samples related to orders are
arranged by merchandising department.
Collections of payments related to shipment are through bank and is
closely monitored by the finance department. In case of any delay in
receipt of payments merchandising department is informed by finance
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department who will take up the matter suitably with customer and
ensure receipt of payments.
The documents includes,
o Buyers PO Details
o Pro-forma Invoice
oTrim Purchase Requisition
o Fabric Purchase Requisition
oJob Card
o Credit Note
All purchase orders received by marketing department is sent to the
dispatch section after completion of following formalities.
o Check purchase order for Product, Grade, Quantity, Packing, Price,
Specifications, Delivery location & Schedule, Payment Terms.
o Prepare Sales order confirmation for domestic dispatches by sales
administration and the same is checked and approved by marketing
department as per guidelines from HOD.
o Customers to be kept informed about dispatch details by dispatch
department in case of domestic sales.
Fabric (Domestic / Export) Sales Process:
After finalization of quotation and approval of fabric sample, sort number
is generated and given to it. Customer sends purchase order for approved
sample that contains quantity, rate, delivery terms and payment terms.
After receiving purchase order from customer for export order Pro-forma
invoice is prepared and sent to account department for opening LC. Sales
contract is made for finished fabric. Copies of sales contract is forwarded
to Customer, MIL representative at Dyeing unit (Tarapur), Account
department. Purchase Order is released to Weaving House Unit, Tarapur
for Greige Fabric. Once the greige fabric is ready, it is dispatched to the
Dyeing Unit I / Dyeing Unit II as per Delivery Location mentioned in the
purchase order for final processes.
Once the processing is complete the goods are dispatched to the folding
and packing department for preparation of dispatching documents, like
packing list, delivery challan and excise invoice. The copies of the
packing list and excise invoice are sent to HO for preparation of
Commercial Invoice.
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Customer is kept informed about the dispatched details by dispatch
department after the product (Fabric) is finished. The dispatched details
are also given to account department through mail. The account
department releases commercial Invoice accordingly.
General explanation For Fabric (Domestic/Exports) Division
Explanation of existing Functions and Events
o Marketing department to check all domestic / export orders to
prepare order execution for logistics and for distribution.
o Preparation Pro-forma invoice and copy of the same is sent to finance
department for export orders.
o Preparation of Contract for sale and copy of the same is sent tofinance department.
o One copy of all export orders approved and signed by HOD will be
sent to Finance department.
o Customers to be kept informed about dispatch details by Export
Logistics in case of Export shipments.
o Collections of payments related to export shipment are through bank
and is closely monitored by the finance department. In case of any
delay in receipt of payments marketing department is informed by
finance department who will take up the matter suitably with
customer and ensure receipt of payments.
The documents includes,
o Pro-forma invoice
o Sales Contract
o Purchaser Order
b) General Explanations:
The user can enter a sales order with several items in a single screen.
The system automatically proposes data from the relevant master
records such as sales, shipping, pricing, and billing data from the
customer master record of the sold-to party.
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For each material in the sales order, the system automatically proposes
data from the relevant material master records, such as data for pricing,
delivery scheduling, and availability check and tax determination.
All sales transactions are allocated to a combination of sales
organization, a distribution channel, and a division. The sales
documents can form part of chain of inter-related documents (Inquiry ,
quotation, delivery and invoice) and a document flow or history is
created.
During sales order processing the system can carry out availability
check, credit check, transfer of requirements to material planning &
production, delivery scheduling and pricing.
Most of the sales are direct to customers in local as well as in export
market. For the purpose of tracking the performance of each, separate
distribution channels will be inducted in the system.
The sales order can be copied from the quotation created earlier i.e.
creating with reference to a quotation or can be created directly without
reference to it.
The order is subjected to an automatic credit check by the system.
Subsequent to this, the system will carry out availability check for the
products and determine the delivery date as in the schedule lines, if it is
available in the free stock.
System will directly transfer the requirements of the material toProduction Planning department as soon as the user saves the order.
c) Existing configuration
Sales Process
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Domestic Sales
Return sales
Create Credit memo
Create Debit memoStock Transfer
Export Sales
Scrap Sales
Sample Sales
d) System configuration for MIL
Sales Process
Quotation(Confirmed
orders)
SalesOrder
Type
Delivery
Type
Billing
Type
Domestic
Garment Sales ZDGQ ZDGO ZDGL ZDGF
Domestic Fabric
Sales ZDFQ ZDFO ZDFL ZDFF
Domestic Fabric
Stock (Surplus &
Fresh) Sales ZDSO ZDSL ZDSF
Exports
Garment Sales ZEGQ ZEGO ZEGL ZEGF
Deemed
Export(Garment) ZDEG ZDEL ZDEF
Exports Fabric
Sales ZEFQ ZEFO ZEFL ZEFF
Exports Fabric
Stock (Surplus &
Fresh) Sales ZESO ZESL ZESF
DeemedExport(Textile) ZDET ZDTL ZDTF
Return sales
(Fabric) ZFRE ZFLR ZFRE
Credit memo ZMCR ZMCF
Debit memo ZMDR ZMDF
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Stock Transfer ZMST ZMTL ZMTF
Scrap Sales ZMSC ZMCL ZSSF
Sample Sales ZMSA ZMSL ZMSF
SupplementaryOrder ZMSO ZMPF
JOB Work Sales ZMJB ZMJL ZMJF
Lot Numbers to be maintained in Sales Orders manually.
1.4 Credit Control
a) Requirements/Expectations
Automatic Credit checks to be performed at Sales Order based on Credit
Limits.
System should not block the Sales Order creation but to give a warning at
the time of creation if the customer credit limit exceeds.
b) General Explanations
The risk category for credit and credit limits to be fixed for each Customer.
Credit Check to be carried out at Quotation, Sales Order, and Delivery and
at the time of posting the goods issue. The system will flash a warning
message at the Quotation, Sales Order stages, which can be overcome by the
user. If the credit limit is exceeded at the delivery stage, then, the delivery
will be blocked.
The Credit Block to be reviewed / removed only by designated person.
Sales Order Requirements shall however be transferred to MRP, even for
Blocked Sales Orders.
Risk categories will be defined and assigned to individual customers, alongwith specific credit limits. In addition, credit groups will be defined for
document types, known as document credit groups. Document credit groups
combine order types and delivery types for credit control purposes.
Credit check has been defined for a combination of the following data:
Credit control area
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Risk category: Risk categories will be defined and assigned for individual
customers, along with specific credit limits.
The standard version of the SAP R/3 System contains different reports
providing an overview of Credit Management.
a)Existing configuration
No credit related checks are performed as such in the systems but are done
manually outside the system and that too on case by case basis.
d) System configuration for MIL
New credit control area 1000 to be created and company code 1000 assigned
to it.
MIL needs to maintain the credit limit for the individual customers in
masters
It will show just warning Pop ups if Customer exceeds the credit limit in case
of domestic sales only at the time of Sales Order creation.
1.5. Shipping
a) Requirements/Expectations:
Explanation of existing functions and events For Garment (Exports)
Division
Finished goods are dispatched from Sewree warehouse and Bangalore
warehouse. The documentation relevant to dispatch is carried out by thedispatch section (Export) located at Parel for both the dispatching points.
For Mumbai goods are loaded at JNPT for Sea mode and at Andheri for Air
mode. For Bangalore they are loaded at Tuticorin, Chennai or Tirupur for Sea
mode and at Bangalore for Air mode. Company exports garments to American,
European, Asian countries and Australia.
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Following major activities are associated with the export department.
o Check sales order confirmation and corresponding purchase orders from
customer.
o Packing list is received from production after finishing the goods.
o One copy of packing list is sent to customer for approval and one is sent to
the forwarder.
oAfter approval from customer planning for shipment is proceed.
oArrange for necessary documentation (viz. Invoice, Packing list, SDF form,
Value declaration, ARE1, GSP) for Custom clearance.
o Bill of landing for inspection is released as per LC from forwarder.
oTo make all relevant entries for preparation of final invoice according to LC
and Purchase Order and intimate excise department.
oAccount department is kept informed with the dispatch details for
preparation of Sales invoices.o Provide daily dispatch details to marketing department.
Documents include:
o Custom Invoice
oAnnexure I and II
oValue Declaration
o SDF form
oAppendix IV
o Excise Invoiceo GSP (Generalized System of Preference) Certificate of Origin for Textiles or
AEPC
o Bill of Exchange
o Bill of Landing / Airway Bill
o Commercial Invoice (For Customer)
o Commercial Invoice (For Bank)
o Packing List
o Certificate of Exports and Realization
o Certificate of Origin (Bombay Chamber of Commerce)
Explanation of existing functions and events For Garment (Domestic)
Division.
Domestic dispatch of garments is carried out from Mumbai and Bangalore
separately. For Mumbai finished goods are dispatched from Sewree warehouse.
For Bangalore goods are dispatched from Bangalore warehouse. The
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documentation for Mumbai dispatching is done by the dispatch section
(Domestic) located at Parel whereas the same for Bangalore is done by the
dispatch section at Bangalore. Once the goods are ready packing list and excise
invoice is prepared and goods are dispatched along with them. Copies of the
same are sent to the dispatch department located at Parel, Mumbai.
Following major activities are associated with the dispatch section.
o Check sales order confirmation and corresponding purchase orders from
customer.
o Plan dispatches based on delivery schedules indicated by customers. In
some cases DA (Delivery Acceptance) is given by the customers and then
dispatch is carried out accordingly.
oArrange for necessary transportation for dispatches.
oTo make all relevant entries for preparation of commercial invoice andintimate excise department for preparation of excise invoice.
oArrange for QC and QA.
o Preparation of delivery order / packing slip for dispatches from Mumbai
factory and Job workers.
o Supervise physical loading and ensure loading of correct quantity.
o Inform customers all dispatch details for transit insurance.
oAccount department is kept informed with the dispatch details for
preparation of Sales invoices.
o Receiving finished goods (packed) from production and maintaining stocks of
products.o Provide periodic stock statements to marketing department. (Closing stock of
material for any day is calculated as Days opening stock + Finished Goods
receiving during the day from production less dispatches of the day.
o Provide daily dispatch details to marketing department.
Explanation of existing functions and events for fabric (Exports/Domestic)
Division.
Domestic:Domestic dispatch of Fabric is carried out from Tarapur warehouse.
Once the goods are ready to dispatch, the store persons prepare packing list.Excise invoice is also prepared accordingly. Copies of the packing list and excise
invoice are sent to the account department (Fabric-Domestic) located at Parel
for preparing of commercial invoice.
Following major activities are associated with the dispatch section.
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o Check sales order confirmation and corresponding purchase orders from
customer.
oArrange for QC and QA.
oArrange for necessary transportation for dispatches.
oTo make all relevant entries for preparation of commercial invoice and
intimate excise department for preparation of excise invoice.
o Supervise physical loading and ensure loading of correct quantity.
o Inform customers all dispatch details for transit insurance.
oAccount department is kept informed with the dispatch details for
preparation of Sales invoices.
o Receiving finished goods (packed) from production and maintaining stocks of
products.
o Provide periodic stock statements to marketing department. (Closing stock of
material for any day is calculated as Days opening stock + Finished Goods
receiving during the day from production less dispatches of the day.
o Provide daily dispatch details to marketing department.
Export:For export sale of finished fabric is dispatched from Tarapurwarehouse. The documentation relevant to dispatch is carried out by the
dispatch section (Export) located at Parel. The goods are loaded at JNPT port.
Company exports Fabric to Saudi Arabia, Bangladesh, Sri Lanka and some
South Asian countries.
o Following major activities are associated with the export department.
o Check sales order confirmation and corresponding purchase orders from
customer.
o
Packing list is received from production after finishing the goods.o One copy of packing list is sent to customer for approval and one is sent to
forwarder.
oAfter approval from customer planning for shipment is proceed.
oArrange for necessary documentation (viz. Invoice, Packing list, HDF form,
Value declaration, ARE1, GSP) for Custom clearance.
o Bill of landing for inspection is released as per LC from forwarder.
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oTo make all relevant entries for preparation of final invoice according to LC
and Purchase Order and intimate excise department.
oAccount department is kept informed with the dispatch details for
preparation of Sales invoices.
o Provide daily dispatch details to marketing department.
Documents include for export dispatch:
o Custom Invoice
oAnnexure I and II
oValue Declaration
o HDF form
oAppendix IV
o Excise Invoice
o GSP (Generalized System of Preference) Certificate of Origin for Textiles or
AEPC
o Bill of Exchange
o Bill of Landing / Airway Bill
o Commercial Invoice (For Customer)
o Commercial Invoice (For Bank)
o Packing List
o Certificate of Exports and Realization
o Certificate of Origin (Bombay Chamber of Commerce)
Shipping processing will consist of creating and processing deliveriesfor salesorders due for delivery. Picking will be done from predefined storage locations.
Goods issue posting will complete the shipping process.
MILS will carry out delivery for individual order as well as use delivery due list
for the same. Goods issue will reduce the storage location stock by the delivery
quantity and automatically update stock values in financial accounting.
b) General Explanations:
When a delivery is created, shipping activities such as picking and delivery
scheduling are initiated and monitored, and the data generated during shipping
processing is recorded.
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The customer master record should have validity for complete and partial deliveries
as well as on order combinations. Deliveries can be processed individually for an
order or a delivery due list can be generated. Goods issue will reduce the material
stock and corresponding value changes will take place in accounting.
The delivery document will be created with reference to the Sales Order created
earlier. In the system, each Plant will have one shipping point and one storage
location called as finished goods storage location (FG) for delivery processing as far
as sales & distribution is concerned.
c) Existing configuration
Delivery types not predefined for MIL.
Sales Process
Domestic Sales( Fabric &
Garment)
Return sales
Stock Transfer
Export Sales (Fabric &
Garment)
Scrap Sales
Sample Sales
d) System configuration for MIL
New Delivery type will be created and internal number range to given.
Sales Process
Delivery
Type
Domestic
Garment Sales ZDGLDomestic Fabric
Sales ZDFL
Domestic Fabric
Stock (Surplus &
Fresh) Sales ZDSL
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Exports
Garment Sales ZEGL
Deemed
Export(Garment) ZDELExports Fabric
Sales ZEFL
Exports Fabric
Stock (Surplus &
Fresh) Sales ZESL
Deemed
Export(Textile) ZDTL
Return sales
(Fabric) ZFLR
Credit memo
Debit memo
Stock Transfer ZMTL
Scrap Sales ZMCL
Sample Sales ZMSL
Supplementary
Order
JOB Work Sales ZMJL
1.6. Billing
a) Requirements/Expectations:
Billing represents the final processing stage for a business transaction in
Sales and Distribution.The billing document covers Invoices, Credit and
debit memos,Proforma invoices and cancellation documents.
Billing will be used to issue invoices based on goods sold. Credit memo can
be generated for discounts and return of goods from the customer. Debit
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memo can be generated for any additional charges to be levied on the
customer.
The billing data will be forwarded by the system to Financial Accounting and
controlling.
The system will update billing status in all related sales documents,
deliveries and billing documents.
Cost and revenue are posted to accounts such as customer accounts
receivable, revenue, sales deductions, accruals account.
Explanation of existing functions and events For Garment (Exports)Division.
oAll Commercial invoices related to export sales from all dispatch
departments are prepared by Export Logistic department at Parel.
o Excise invoice is made at Sewree for Mumbai orders and it is made at
Bangalore for Bangalore orders.
Various types of Invoices:
o Excise and Commercial invoice on same party and same address.
o Excise and Commercial invoice on same party and different address.
o Freight paid and freight to pay invoice.
o Freight paid by seller but to be shown in invoice as reimbursable by buyer.
o Invoice for sales within the state with VAT and for interstate sales with CST
or invoice having tax exemption.
o Invoice with different payment terms like advance payment, 07 / 30 / 60 /
90 days direct credit from date of dispatch, post dated cheques, payment
against delivery.
o Invoice showing due date after specified period from date of receipt of goods
at destination.
o Invoice against LC (Letter of credit).
o Invoice against Pro Forma.
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o Invoice against bill of exchange.
Explanation of existing functions and events For Garment (Domestic)
Division.
o Invoices are generated by sales department at Parel.
oAll billings are based on Pro-Forma invoices or Letter of Credit (LC).
o Excise duty is levied as per government norms in force and currently there
is a uniform duty structure of 10% BED, 2% SEC and 1% HEC for all
garments. No excise duty on fabric.
oTotal value of invoices is not rounded off to nearest rupee. Applicable VAT /
CST is charged in the invoice.
o Other charges like freight and handling charges, octroi will be included in
the invoice.
o Excise invoice for domestic dispatches are prepared at respective factory
warehouse.
o Commercial invoice for dispatches from all dispatch points is prepared at
Parel.
Explanation of existing functions and events For Fabric
(Exports/Domestic) Division.
Domestic Billing:
o Invoices are generated by sales department at Parel, Mumbai
oAll billings are based on Contract for sale / Letter of Credit (LC).
o Excise duty is levied as per government norms in force and currently there
is a uniform duty structure of 10% BED, 2% SEC and 1% HEC for all
garments. No excise duty on fabric at present but it is to be captured in
future.
oTotal value of invoices is not rounded off to nearest rupee. Applicable VAT /
CST is charged in the invoice. Other charges like freight and handling
charges, octroi will be included in the invoice.
o Excise invoice for domestic dispatches are prepared at respective factory
warehouse, Tarapur.
o Commercial invoice for dispatches from all dispatch points is prepared at
Parel, Mumbai.
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- a sales order
- a delivery
Subsequent to the creation of an invoice, the posting will be done to
Financial Accounting.
Credit Memo & Debit Memo:
The credit memo and debit memo requests are the preceding documents in
order to prepare the credit memo and debit memo respectively. The request
documents will contain the reason for preparing the credit memo and the
debit memo.
The system automatically creates relevant accounting documents for
General ledger and cost accounting.
With automatic Account postings, with system checks, need for
reconciliation is eliminated and analyses of receivables, credit limits are
readily available, provided the data is entered in the system punctually.
However, due to unavoidable delays in posting, the customer outstanding
may have to be reconciled once in a month.
c) Existing configuration
Sales Process
Domestic Sales
Return sales
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Create Credit memo
Create Debit memo
Stock Transfer
Export SalesDeemed Export
Scrap Sales
Sample Sales
Supplementary Invoice
d) System configuration for MIL
New Billing type to created and number range will be given.
Sales Process
Billing
Type
Domestic
Garment Sales ZDGF
Domestic Fabric
Sales ZDFF
Domestic Fabric
Stock (Surplus &Fresh) Sales ZDSF
Exports
Garment Sales ZEGF
Deemed
Export(Garment) ZDEF
Exports Fabric
Sales ZEFF
Exports Fabric
Stock (Surplus &Fresh) Sales ZESF
Deemed
Export(Textile) ZDTF
Return sales
(Fabric) ZFRE
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Credit memo ZMCF
Debit memo ZMDF
Stock Transfer ZMTF
Scrap Sales ZSSFSample Sales ZMSF
Supplementary
Order ZMPF
JOB Work Sales ZMJF
Foreign Trade data like Port of discharge, Port of Loading, Marks & Numbers
will be maintained manually in the Commercial Invoice Document manually
Also Packing List, Excise Invoice, Customs Invoice & standard Commercial
Invoice outputs can be taken from the system.
1.7. Billing Cancellation
a) Requirements/Expectations
The system should provide a facility to cancel billing documents in
situations where errors occur.
b) General Explanation
When a billing document is cancelled, the system creates a cancellation
document. The cancellation
Recommended