Aupl Bbp Draft v2 0

8/13/2019 Aupl Bbp Draft v2 0

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Business Blue Print Document

Submitted to

Aichelin Unitherm Heat Treatment Systems India

Pvt. Ltd. (AUPL)

By

Praxis Info Solutions Pvt. Ltd.

Version 1.1


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Business Blueprint Document Confidential Page 2 of 45

Table of Contents

1. Executive Summary ................................................................................................................... 4

2. Set-up of Basic Data and Parameters ......................................................................................... 5

2.1 Master Data ....................................................................................................................... 5

2.1.1 Item Master ............................................................................................................... 5

2.1.2 Bill of Material ............................................................................................................ 5

2.1.3 Vendor Master ........................................................................................................... 5

2.1.4 Customer Master........................................................................................................ 5

2.1.5 Chart of Accounts ....................................................................................................... 5

2.1.6 Quality Plans .............................................................................................................. 5

3. Main Process - Sales .................................................................................................................. 6

3.1 Sales Overall Process Flow Chart ..................................................................................... 6

3.2 Sub Process - Enquiry ......................................................................................................... 7

3.3 Sub Process Quotations ................................................................................................... 7

3.4 Sub Process Negotiations with customers........................................................................ 8

3.5 Sub Process - Sales Order ................................................................................................... 8

3.6 Sub Process Delivery...................................................................................................... 10

3.7 Sub Process Invoice ....................................................................................................... 10

3.8 Sub Process Erection and Commissioning ...................................................................... 11

3.9 Sub Process After Sales Service ...................................................................................... 11

4. Main Process - Planning ........................................................................................................... 12

4.1 Planning Overall Process Flow Chart .............................................................................. 12

4.2 Process Mapping .............................................................................................................. 13

5. Main Process Purchase ......................................................................................................... 15

5.1 Purchase Overall Process Chart ..................................................................................... 15

5.2 Domestic Purchase Process Flow Chart .......................................................................... 16

5.3 Import Purchase Process Flow Chart .............................................................................. 17

5.4 Sub Process Indent for Materials ................................................................................... 18

5.5 Sub Process Floating Enquiries for proposals ................... ....................................... ....... 18

5.6 Sub Process Quotations ................................................................................................. 18

5.7 Sub Process Purchase Order (All scenarios)........... ..................... ........ ....... ..................... 18

6. Main Process - Production ....................................................................................................... 21

6.1 Production Overall Process Flow Chart .......................................................................... 21


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6.2 Process Mapping Production ......................................................................................... 21

7. Main Process Stores and Inventory Management.................................................................. 25

7.1 Stores Process Flow Chart ............................................................................................. 25

7.2 Sub Process Good Receipt against PO ............................................................................ 25

7.3 Sub Process Goods Issue for Production Order .............................................................. 26

7.4 Sub Process Goods Return from Production .................................................................. 27

7.5 Sub Process - Goods Returned to vendor .......................................................................... 27

7.6 Sub Process Sub Contracting Material ........................................................................... 27

7.7 Sub Process - Miscellaneous Receipts and Issues ................... ........ ....... ..................... ....... 28

7.8 Sub Process - Customer Supplied Material .............. ............................................... .......... 28

8. Main Process - Quality Management ....................................................................................... 29

8.1 Quality Management Overall Process Flow Chart .......................... ....... ............... .......... 29

8.2 Sub Process Inward Material Inspection .......................................................... .............. 30

8.3 Sub Process QA in Production ........................................................................................ 31

8.4 Sub Process Outdoor Inspection .................................................................................... 31

8.5 Sub Process Material Returned from Site.............. ............................................... .......... 32

8.6 Sub Process Material Transferred to another Job...... ..................... ....... ...................... ... 32

9. Main Process Commercial Cell .............................................................................................. 33

9.1 Commercial Cell - Overall Process Flow Chart .............. ....... .............................................. 33

9.2 Commercial Cell - Process Mapping .................................................................................. 33

10. Main Process Accounts...................................................................................................... 36

11. Main Process Design ......................................................................................................... 40

11.1 Design Process Flow Chart ............................................................................................. 40

11.2 Process Mapping - Design................................................................................................. 41

12. Main Process HRMS .......................................................................................................... 42

12.1 HRMS Reports ............................................................................................................... 43

13. Main Process Payroll ......................................................................................................... 45


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1. Executive Summary

The purpose of this document is to capture the process flow in detail for various functions. At the

same time, an attempt has been made to map the process with functionalities in the software

application (whether it is SAP B1, or Payroll or HRMS). This document is expected to serve as the

guideline for this implementation project.


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2. Set-up of Basic Data and Parameters

2.1 Master Data

2.1.1 Item Master

Item master is the fundamental element of this system. Hence, it is important that this data be

created with maximum attention to detail and accuracy. An excel template will be provided for

capturing this data. In addition to this, a guideline document for item master has also been provided.

2.1.2 Bill of Material

Bill of material is created using the item master data. An excel template will be provided for

capturing this data.

2.1.3 Vendor MasterThis data is required to maintain all transactions with vendors. An excel template will be provided for

capturing this data.

2.1.4 Customer Master

This data is required to maintain all transactions with customers. An excel template will be provided

for capturing this data.

2.1.5 Chart of Accounts

This is essentially a listing of all ledger accounts duly grouped under headings that are required in

the balance sheet or P&L. An excel template will be provided for the same.

2.1.6 Quality PlansThis will be required for Quality plans to be defined for QA transactions.


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3. Main Process - Sales

3.1 Sales Overall Process Flow Chart

Following are the broad steps involved in sales process.

1. Enquiry2. Quotation3. Negotiations (Manual, outside SAP)4. Customer Order5. Delivery6. Invoice7. Installation and commissioning8. After Sales Service


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3.2 Sub Process - Enquiry

SL

NO

Description Mapping in SAP B1 Remarks

1 Capturing Sales

enquiries

Opportunity Management Numbering will be done as per SAP

Standard

2 Capturing

activities in

relation to the

enquiry

Activity Tracking functionality

will be used

Variety of activities can be created and

assigned, with reminders

3 Updating

enquiry status

Each opportunity can be

updated with the relevant

down-stream document

created in the system

For E.g. Sales Quotation created for an

opportunity can be updated in the

Opportunity in Stages tab

4 List of enquiries This will be made available

through Opportunity Reporting

5 Segregation of

enquiries based

on Main

Equipment or

Spares,

Service

This will be achieved by using

an identifier in the Opportunity

Report will be built to deliver the

segregation. Various mappings

provided by AUPL will be referred

while generating these reports (like

state-zone etc.)

6 Additional

Header level

parameters like

North, East,

West, South,

Export

Based on the reporting formats

required we need to capture

the fields during Enquiry

3.3 Sub Process QuotationsSL

NO


1 Creating Quotations Quotation Functionality

2 Quotations need to be

segregated based on region,

This will be achieved using a

combination of numbering series,

AUPL needs to

finalize item code


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SL

NO


Year and type of item (Main

Equipment or Spares)quoted

identifier fields and reporting

capabilities

creation process for

Quotation process

3 Capturing activities in

relation to the quotation

Activity Tracking functionality will be

used

Variety of activities

can be created and

assigned, with

reminders

4 Budgetary Quotations need

to be marked separately

This will be explored with the usage of

an identifier field

5 Quotation Printout Main quotation document that has all

technical details etc. will continue to be

done in word format. SAP will capture

only the commercial part (price,

payment terms etc.).

6 Revisions to Quotations Existing quotation can be edited and

changes can be done. System will show

the latest version of the document by

default.

Note: Revisions are not maintained if

the we activate the Quotation approvalprocess in SAP

3.4 Sub Process Negotiations with customers

This activity will be done as a normal business process, without any active entries/updates in the SAP

system, except the ones related to making modifications to the quotations, which is already covered

earlier.

3.5 Sub Process - Sales Order

SLNO


1 Entry of

customer PO

Sales Order functionality will be used. Currently,

sales orders are classified as follows

Main Equipment Spares Erection and Commissioning

AUPL will revert with a

check list for SO

creation. This will

enable setting up

variety of checks at the


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NO


Repair & Services

AMC Free Supply

time of SO creation.

2 Order

Acceptance

Once the pre-requisite steps are carried out

manually outside of SAP, user can generate an

order acceptance documents from SAP system..

OA document will be

printed based on the

sales order entered in

the system

3 Changes to

orders by

customer

If customer makes a small change then the same

can be reflected in the existing Sales Order

document if the sales order is not closed.

If customer makes a major amendment to the

order leading to additional supplies and if the

original sales order is closed then user will have to

create a new sales order and while doing so, user

has to maintain the same customer reference

number if applicable.

If customer releases a new order and cancels old

one, then user will have to create a new sales order

and cancel the one that was previously created.

4 Alerts Once the Sales order is created, system would sendthe following alerts

- In case of advance alert to Commercial toraise Pro-forma invoice

- Planning and design for information5 Additional

Documents

Additional documents related to Sales order like

Estimation, customer drawing and other

documents relevant to Sales order will be stored as

attachment

6 Approval for

Sales Order

This can be set-up. AUPL needs to finalize the

approval hierarchy and rules (within the framework

of SAP B1 Users in the system)

Praxis recommendation Do not activate approval

process for Sales Order as there will be changes

(Technical and / or commercial) after order

*Please note once we

activate the Sales Order

approval process,

approved sales order

cannot be changed


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finalization.

3.6 Sub Process Delivery

SL

NO


1 Dispatch of

items

Delivery functionality will be used. Once the item is available in

stock, a delivery can be created with respect to the sales order.

Outgoing excise invoice will be created with respect to thisdelivery document for Excise related effects.

3.7 Sub Process Invoice

SL

NO


1 Proforma

Invoices

There is no out of the box mapping for

this requirement. Sales Order

functionality with some tweaking is likely

to be used for this process.

2 Final invoice AR invoice feature will be used for this

process. Invoice formats will be mapped

for

Domestic Material and Service Export Material and Service

Different numbering series will be

maintained for Excise Invoices and non-

Excise Invoices.

AUPL to revert with printable

formats indicating the different

pieces of information that needs

to be printed.

The earlier these inputs are given,

lesser will be the impact (or

rework) on dependent masterdata like customer master, item

master etc.

4 Approval for

invoice

This can be set-up. AUPL needs to finalize

the approval hierarchy and rules (within

the framework of SAP B1 Users in the


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4. Main Process - Planning

4.1 Planning Overall Process Flow Chart


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4.2 Process Mapping

SL

NO


1 Ability to viewcustomer order

specifications

Sales Order document in SAP willprovide all necessary information

needed

2 Iterative

planning

This will be done using MRP

functionality.

Care needs to be taken to ensure

that all open documents against

which no further supplies (or

production for in-house activities)

are expected are closed before

running the MRP.

There are several otherparameters that need to be

maintained accurately in item

master for the MRP to suggest

realistic options.

Also, MRP run should be

performed by limited number of

MRP- educated users, who can

interpret MRP output accurately.

3 Parameters in

item master

There are several parameters in the

item master that need to be

maintained as accurately as possible,

so that MRP can give realistic results.

E.g. Minimum, Maximum stock levels,

lead time, Buy or Make etc.

4 Indenting of

material

Items in BOM need not be indented

since proposals will be made by the

system automatically. These

proposals will be for purchase orders

or production orders.

5 Checking stocks Variety of reports are available in the

system that can be used for this

purpose

6 Planned cost Planned cost (only material) of items

can be maintained in the BOM that

will be created by Design

Actual material cost will be

managed in the system based on

the items that are actually issued


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department. towards any production order

7 Decision about

sub contracting

This decision depends on several

factors and dynamic variables.

This process will have to be

handled outside of SAP.

In case there is a change in the

Design BoM and production BoM,

User will change the BoM

accordingly to accommodate the

requirements.

8 Actual cost

booked towards

any project

Project wise P&L can be generated

from the system.

However, this report is accessible

only to accounts/ professional

users.


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5. Main Process Purchase5.1 Purchase Overall Process Chart


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5.2 Domestic Purchase Process Flow Chart


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5.3 Import Purchase Process Flow Chart

Following are the broad steps involved in purchase process.

1. Indent for materials2. Float Enquiries3. Receive Quotations4. Negotiation/Comparison5. Vendor registration, if new6. Release PO7. Call for inspection8. QC Inspection and clearance9. Call to accounts for payment10.Give clearance to supplier to dispatch11.Receive goods12.Payment


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5.4 Sub Process Indent for Materials

SL

NO


1 Indent formaterials

Requirements for items that are included in BOM will begenerated by the system after running MRP. No separate indent is

needed.

MRP will propose the recommendations for generating either

Purchase Order (for items that are marked as Buy in item master)

or production order (for items that are marked as Make in item

maser)

Buyer/Planner will take a final call and accept/modify the

recommendations of MRP.

Upon acceptance, system will create Purchase Orders.

2 Indent for

materials

For items that are not covered in BOM, Purchase Requisitions

need to be created in the system

5.5 Sub Process Floating Enquiries for proposals

This process will be handled outside of SAP System.

5.6 Sub Process Quotations

SLNO


1 Quotation entry Purchase Quotation functionality can be used for this

2 Comparison of

Quotations

Quotations submitted by different vendors can be

compared in the system

5.7 Sub Process Purchase Order (All scenarios)

SL

NO


1 Purchase Order Purchase Order functionality will be used

2 Tax structure,

freight

Quotations

These can be entered in the PO


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NO


3 Terms of

Payment (ToP)

ToP gets defaulted based on the vendor

master. However user can change this at thePO stage

4 Standard Terms

and conditions

Standard T&C can be created at pre-defined

texts and can be copied into every purchase

order

5 Follow up

activities for PO

Activity Tracking functionality will be used Variety of activities can be

created and assigned, with

reminders

6 PO for Sub

contracting

PO will be raised for labor charges (Service PO

in SAP)

Material will be sent to the

processor with respect to

this PO using the Sub

Contracting Module.

7 Call for

Inspection alerts

This will be used primarily in Sub-contracting

POs. Provision will be made at the PO header

level where user can enter Call for

Inspection dates for

1. RM inspection2. Tag-Weld Inspection3. Final Inspection

Daily alert will be

generated for calls for

inspection that are due in

next 8 days (with reference

to the dates entered for

these three stages)

8 PO for capital

goods

General process of creating PO will remain

the same as normal PO

There may be some additional identifiers that

need to be populated if the PO is for capital

goods

9 PO for imports General process of creating PO will remain

the same as normal PO.

There may be some additional identifiers thatneed to be populated if the PO is for imports

Provision will be made for following

1. OA received?2. Committed deliver date

If committed delivery date is beyond the

Alert will be generated

every day, which will

identify all such Pos, where

delivery is due in next 10

days (as per the

requirement date

mentioned in the PO

header).

This alert will be sent to

Buyer and commercial


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6. Main Process - Production

6.1 Production Overall Process Flow Chart

6.2 Process Mapping Production

SL

NO


1 Ability to viewcustomer order

specifications

Sales Order document in SAPwill provide all necessary

information needed

2 Project wise

micro planning

This will be in the form of

creating production orders

(items to be produced, there

quantities, dates of delivery)

Stocks can be checked for all child items for

any stage based on the BOM.

In addition to this, there are several other

reports in inventory management module


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NO


for various sub-assemblies

or stages

that will assist the planning department in

making their decisions.

3 Material

availability for

an order

When the user views the

production order and refers

to the bill of material,

system also shows current

stock of that item.

In addition a report will be generated that

will list out the position of various items

needed to complete that production order

4 Production Production order

functionality will be used.

Whenever a production

order is created, system will

copy the bill of material

(from master data), into the

production order.

Any further changes that

may happen to the bill of

material have to be made

directly in the production

order, if the change is very

specific to that order.

5 Drawing

availability

Design department will

upload the drawing files for

each item whether it is

Finished Goods, Sub-

Assemblies, Sub-

Components or Parts i.e

Sub-components and Parts.

A report will be developed that will show the

availability of drawing for that sub-

assembly/component. This report will refer

to the item master fields where the design

department will be updating the status of

drawing number, revision number or any

other reference information like GOD or

LOD, Engineering notes, List of loose items

etc.

6 Alert for

receipt of

materials

Daily alert will be set that

will list out the items

received on that day for

respective projects

Alert will also be set for QC

clearance of items.


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7 Pending items

for an order

This information will be

available in the productionorder itself. In fact the

production order displays

planned quantity and actual

quantity for each of the

items/sub-assemblies listed

in the production BOM.

Report/Alert will be developed that will help

the planning department to find out list ofitems that are not yet received for a

particular order.

8 Completion of

production

Production declaration

functionality will be used

9 Call for

inspection

This will be handled through

activity management

functionality.

Inspection calls will be raised using activity

management for checking of any sub

assembly, parts, main assembly, process etc.

which are those of running production

activity.

10 List of items to

be supplied

loose

This will be available in the

sales order, if items were to

be supplied loose

contractually.

In case, the equipment was dispatched with

short supplies list of items that were not

used up as per planned quantity in the BOM

are visible in the production order itself. If

needed, an additional report may have to be

developed for this purpose. Ownership offinal shortage list lies with QC, as per AUPLs

current process.

11 Returning extra

items to stores

Any items that need to be

returned back to main stores

will be done so using

inventory transfer

transaction

Return of material will be prepared by

production. An appropriate format for MRN

would be developed.

12 Daily man hour

logging

In SAP manufacturing, user

can enter the hours

consumed for that particular

order.

Further classification of skills

and their rates can be

maintained as well.

User will have to make

It is not possible to link attendance system

with SAP for this purpose. Man hours

available on a particular date cannot be

generated in SAP.

However, user can enter the actual hours

spent on the order (for various levels of

skills).

Attendance related emails, if needed, will


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entries as per actual hours

spent on that productionorder

have to be triggered from the attendance

tracking system (not a part of SAP) that youhave already deployed.

13 Project

progress

AUPL will revert with a

business logic that can be

used to deduce the progress

of any production order.

It may be noted that the parameters to be

used for this report, will necessarily have to

be fields based in SAP system. Report output

format will be kept as close as possible to the

current format (excel), subject to technical

feasibility.

Full-fledged project progress tracking will

have to be done using MS Project software

and will be completely outside of SAP.


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7. Main Process Stores and Inventory Management

7.1 Stores Process Flow Chart

7.2 Sub Process Good Receipt against PO

SL

NO


1 Goods Inward GRPO functionality will be used. AUPL to provide list

of checks or locks

that they need at

the GRPO stage so


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SL

NO


that they can be set-

up

2 Serial number

tracking

Movement of items that are marked as Serial

Number Managed in item master can be

tracked. System will ask for serial number while

performing any transaction that has an effect

on the stored quantities

3 Location of storage

needs to be visible

This will be achieved with the help of the

location that is mapped to the item in item

master

AUPL to provide

location in item

master

4 Bar code label

printing AUPL is

yet to finalize their

own requirements

Once the requirements are finalized, solution

options can be discussed

5 Non moving item A report will be generated that will show all

items where no inventory transaction has been

posted since last XYZ months.

6 Check points for

incoming invoice

Certain fields will be provided that can be used

for positive confirmation about receiving

concerned documents/information at the timeof making goods receipt

AUPL to provide a

list of these check

points

7.3 Sub Process Goods Issue for Production Order

SL

NO


1 List of items to be

issues for

production order

This list is available in the production order

document.

If needed a report

will be developed

to address specificneeds

2 Issue of material

for production

order

This will be achieved in two steps

Step 1:Inventory transfer transaction will be used

to transfer material from main production store to

Production Store


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Step 2: As and when the production department

actually consumes the material, Issue toProduction transaction will be used. This step will

result in reducing the stock of the items and

posting a consumption entry.

7.4 Sub Process Goods Return from Production

SL

NO


1 Receipt of material

returned by

production

This will be handled via inventory transfer functionality

and the requisite item quantities will be moved from

production stores to main stores.

7.5 Sub Process - Goods Returned to vendor

SL

NO


1 Material is sent back

to vendor

This will be handled via Goods Return functionality in

Purchase module

2 POD for vendor

returns

Field will be provided in the goods return document,

where the user can updated once the POD is received.

3 Debit Memo on

vendor

This will be created using AP Credit Memo functionality

7.6 Sub Process Sub Contracting Material

SL

NO


1 Sending material to

sub-contractor

This will be achieved using

the sub-contracting

module using 4 (5) challan

transaction

Reference of the sub-contracting PO

will be provided

2 Reconciliation of Complete reporting will be

provided in the sub-

Reports will be available item wise,


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material/challan contracting module challan wise, processor wise

3 Receipt of processed

goods sent by

processor

This will be handled via

goods receipt transaction

in sub-contracting module

Based on the balance quantity the

challan will be closed/or continue to

remain open so that it can be used for

receiving balance material.

7.7 Sub Process - Miscellaneous Receipts and Issues

SL

NO


1 MiscellaneousGR

This will be achieved using GoodsReceipt transaction in Inventory

module

This transaction has to be doneby a highly responsible user

2 Miscellaneous

GI

This will be achieved using Goods Issue

transaction in Inventory module

This transaction has to be done

by a highly responsible user

7.8 Sub Process - Customer Supplied Material

SL

NO


1 Receiving

customer

supplied material

for trials

These items need to be created as zero value

item masters.

Another identifier flag will be used to indicate

that the item is supplier by customer.

Additionally, item code for such items should be

designed in such a way that user can easily

identify that it is a customer supplier item.

On receipt of such items, a goods receipt entry

will be posted.

Report will be

developed to show all

customer supplied

items lying in AUPL

premises.

2 Return of

customer

supplied material

for trials

When the item is returned, a goods issue

transaction will be posted


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8. Main Process - Quality Management8.1 Quality Management Overall Process Flow Chart


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8.2 Sub Process Inward Material Inspection

SL

NO


1 Incoming inspection Pre-requisites

Item master should indicate thatQM is applicable for that item

Inspection plan has to be

maintained for the item

2 Listing of pending

inspection activity

for incoming

material

As soon as the user opens up the

QM application and refreshes the

screen, system will display a list of

all GRs for which the incoming

inspection activity is still pending.

3 Entering the values

observed

This will be handled using

Inspection transaction.

4 Deciding on accept

or reject

This is handled by entering

quantities in respective fields in the

module

5 Inspection report This will be generated from the

system, which can be converted

into a PDF document.

Emailing of documents will have

to be handled outside of SAP.

6 Documents record All documents that are receivedwith the supply can be uploaded in

the Goods Receipt document.

QA team can refer to these

documents while in the process of

performing quality inspection

7 Rework items QA user will move the goods to a

rework stores and hold the final

usage decision till the items are

reoffered and the results aresatisfactory

8 Rejected items QA user will move rejected items to

a rejection store

Once the final decision is made

about such items, they will be

either reworked and reoffered or

sent back to supplier. Debit note


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NO


will be created separately.

9 Consolidated view

of all inspection

calls made for a

project

Custom report will be developed to

manage this

8.3 Sub Process QA in Production

SL

NO


1 QA Inspection ofin house

produced items

Whenever a sub-assembly or stage isdeclared as produced and if the item code

is marked as relevant to QA, then the item

stock will be available in QA stores for

inspection.

Processes related toentering values, usage

decision etc. will be same as

that of Inward Inspection

2 Stage wise

inspection

Whenever a sub-assembly or stage is

declared as produced and if the item code

is marked as relevant to QA, then the item

stock will be available in QA stores for

inspection.

Processes related to

entering values, usage



3 Final Inspection

of equipment

This will be handed through pre-dispatch

inspection

Processes related to

entering values, usage



8.4 Sub Process Outdoor Inspection

SL

NO


1 Call for

inspection

Provision will be made at the

PO header level where user

can enter Call for Inspection

dates for

1. RM inspection2. Tag-Weld Inspection

Daily alert will be generated for calls for

inspection that are due in next 8 days (with

reference to the dates entered for these three

stages)


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2 Tracking validity

of BankGuarantees

Alerts will be set in the system

based on business rules providedby AUPL

List of alerts is mentioned in the

subsequent sections. System will beset-up in such a way that alerts can be

set for most (if not all) triggers.

Note: Praxis Recommendation is to

set only most critical alerts in the first

go, till the users get accustomed to it.

Else, there is a risk of too many alert

messages coming up and user

ignoring them.

3 Insurance

related tracking

Alerts will be set in the system

based on business rules provided

by AUPL

4 Invoicing to

customer

Please refer Sub process Invoicing

under main process Sales

5 Landed cost Landed cost functionality will be

used

Report will be developed that will

make it easier to track the mapping of

landed cost booked in clearing

account and actual bills bookedtowards those expenses.

6 Availing Excise

credit for

regular invoices

This will be done using the

incoming excise invoice transaction

in the system

7 Availing Excise

credit for

Dealer invoices

Since the value of excise credit

passed on by the dealer does not

follow a fixed formula, special tax

code called Manual Excise will be

provided. User will have to enterall necessary information manually

in this tax code including

assessable value, ED, ECESS,

HECESS etc.

8 Excise reports RG registers, PLA, DSA will be There are a bunch of other excise

related reports or formats, for which


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10.Main Process Accounts

SLNO


1 Listing of

ledgers

Chart of Accounts (CoA) - CoA

provided and approved by AUPL will

be loaded in SAP system with the

required grouping and automated

posting

Accounts that will be posted automatically

will be finalized and included the existing

list of accounts as a part of finalizing CoA in

SAP. AUPL will provide the CoA with the

required Schedule grouping as per the

Government requirements.

2 Accounts

Payable

Accounting transactions related to

vendors will be managed using APInvoice and AP credit memo, outgoing

payments and functionality

Aging reports of payables: as per GRN date

and as per due dates customer wise,invoice wise, bucket wise, currency wise

Credit note and debit note register

including tax details

Party ledger in foreign currency

Purchase return invoicing with applicable

taxes (part of Commercial)

O/s Reports in Foreign currency and INR

Auto posting of exchange gain & loss

Customized Valuation of exchange gain &

Loss (not available in SAP B1 Standard

Product is not in scope)

3 Accounts

Receivables

Accounting transactions related to

customers will be managed using AR

Invoice, AR credit memo, incoming

payments functionality

Debtors ageing Reports 1, based on invoice

date

2 Based on due date (as per terms of

orders) as per buckets of days"

Party ledger in foreign currency

Credit note and debit note register

O/s Reports in Foreign currency and INR

Auto posting of exchange gain & loss on

actual transactions


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Customized Valuation of exchange gain &

Loss (not available in SAP B1 StandardProduct is not in scope)

4 Banking Incoming payment, outgoing

payment, bank reconciliation

functionalities will be used. This is

used for both Cash and Banking

Custom report will be develop for

RRGS/NEFT Payments as per HDFC bank

requirement

Automatic payment programmed for

positing of the entry of RTGS/NEFT

payments

Cheque Printing with advice having the

details of invoices including Tax deducted

Post dated cheques accounting and

printing

Advance payment, part payment facilities

Utilization details of CC limits

Funds Transfer within bank

Foreign currency transactions for EFC a/c

Cash book, lock on Cash payment of Rs 20k

and above except bank deposit.

Actual Cash Flow statements

5 Journal

Vouchers

Bank, GL, Cash, Vendor, Customer : JV

a standard functionality in SAP to be

used

Printing of Journal Vouchers and JV

Register

Recurring entries

Excise Jv and Excise utilization JV for

payment of duty with effect on Exciserecords

Cost center wise and GL wise entry

uploading facility from excel files will be as

per the SAP standard DTW (Data transfer

Workbench)


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NO


Reversal of entries

6 Trial

balance,

P&L and BS

Standard functionalities in SAP for TB

with Op Bal, Transactions(Dr&Cr ) &

Cl bal

Sub-Ledgers Employee advances and

Loans and Inventory. Please note SAP B1

has the sub-ledger functionality for

Debtors and creditors only. For above

requirements we will be using the GL

grouping or Dimensions in SAP. Exact

procedure will be finalized during CRP.

7 P&L SAP Standard P&L format according

to the CoA grouping will be

configured

8 Balance

Sheet

SAP Standard Balance sheet formats

with CoA grouping will be configured

9 Reports VAT computation, Sales register,

Purchase register will be available as

standard

10 Inventory Inventory Valuation will be Moving

Average Method

Reports:

1. Line item inventory details Qty x

Rate & Value With the Colum Op

Stock, Purchase, Consumption and

Closing stock (Group wise)

2. Inventory Aging Reports

In addition to the mentioned report, host

of SAP standard report will be available

11 Cost Centers All expenses other than Raw material

must be covered by cost centers

We can make the cost centers mandatory

for expense accounts.

12 TDS All mandatory requirements of TDSwith the applicable TDS sections and

capturing the TDS deducted during AP

Invoices will be covered.

SAP standard TDS reports will be

provided


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13 Service Tax Service tax codes to generate the

liability of Service Tax on Transportersand others AP invoices according to

SAP std processes will be configured

14 Fixed Assets

Fixed Assets RegisterFA register with the listing of the current

Fixed assets will be available

Monthly / Yearly deprecation

calculations

Auto calculation assets depreciation will

not be done through system. This is not

available in SAP B1 India version till date.

Purchase / Sales of Fixed Assets will

be a handled in SAP

15 Budget SAP Budget definitions will be used

define GL wise and Cost center wise

Budgets.

SAP standard report for Budget Vs Actual

will be used

16 Costing Project wise P&L can be generated

from the system.

However, this report is accessible only to

accounts/ professional users.

17 Year /

Month End

Closing

SAP standard feature for Month /

Year end will be used (Period Locking)


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11.Main Process Design

11.1Design Process Flow Chart


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11.2Process Mapping - Design

SL

NO


1 Drawingcreation

CAD System will handle this

2 Assigning

drawings

This will be managed by attaching

drawing files to respective item masters

or to any other operational document

likes sales order, purchase order etc.

3 List of

drawings

available

Custom report will be developed to

address this requirement. Every item

master will have fields that need to be

updated by design department, wheneverthey create item masters.

4 Alert for OA Whenever a sales order is created, an

alert will be sent to design department

user in the SAP system

5 Check list for

OA

AUPL to revert with this check list Using this input certain fields will

be provided at sales order level.

Based on values entered in these

fields, reports will display a

variety of statuses

6 Task

assignment

Activity Tracking functionality will be used Variety of activities can be

created and assigned, with

reminders


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12.Main Process HRMS

SL

NO

Description Mapping in HRMS Remarks

1 Personal

Information

Personal details Profile picture Contact details Leaves Other details related to the employee Reporting structure (Manager, Reportees)

2 Employee Self

Service

Updating personal information Viewing leave balance Applying for new leave Viewing companys holiday list Viewing updates published by HR team

3 Joining

Formalities

Offer Letter Appointment Letter Creation of New Employee master with the required

details and Uploading of documents

4 Publishing

company policy

PDF documents will be hosted like LTP, Leave Policy, Loan

Policy, TA DA Policy, Safety policy, AUPL Holiday List, Foreign

Travel Policy etc

5 Time office Daily attendance will be captured from the attendance

system and used for both HRMS and Payroll

Leave Management with Approvals

6 Gate Pass Dedicated Gate system will not be part of the scope

7 Performance

Management

Defining KPIs grade/position wise Defining goals and objectives Entering performance achievements - by employee Performing an appraisal (KPI wise)- Manager Assigning ratings for each KPI and adding feedback Assigning overall rating for the year

8 Training Module Identify and record training requirement Updated list of trainings available Application for attending a training Confirmation Updating information on trainings attended


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9 Requests Material request

HK Material, Safety Shoes, Stationery etc.. Manpower request Vehicle and Travel request

10 Letters to

employees

Using predefined formats

11 Alerts All alerts will be available in SAP system

12.1HRMS Reports

Please note:- AUPL needs to submit the formats for the below mentioned reports

SL

NO

Group Report name Remarks

1 Factories Act Form 20 - Maintain Register Of Leavewith Wages

Muster roll Form 27

2 Provident Fund Act1952

PF Withdrawal - Form 19 & 10C (Tobe studied in detail) Statement of workers leaving the

service - Form 10

3 Under Contract Labour

(Regulation &

Abolition) Act

Register of Workman employed bythe Contractor at AUPL

Annual Returns (Yearly return Form -24)

Muster roll Register of Annual Wages Paid Validity of License - Alert

4 Under Payment of

Bonus Act

Form C for the year closing Form D for the year closing

5 Maternity Benefit act Form A - Muster roll


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Group Report name Remarks

6 HRA Form A Register to be maintainstaff

Form I For Workmen

7 Nominations Gratuity PF Nomination details likenominees name, DOB,

Relationship, % of Share

will be defined in

Employee master

details.

8 Payment Of Wage Act

1936

FORM NO. II-A (Register of wages) FORM NO. III(Register of advances

made to employment persons)

FORM NO. III-A (Register of loansgranted to the employed persons for

house building or other purposes)

9 Minimum Wages

(Central) Rules, 1950

Form III Rule 21(4A) : Annual Returnof Deduction from Wages Form

Form V Rule 26(5) : Muster Roll Form Form X Rule 26(1): Register of Wages

Form

Form XI Rule 26(2): Wage Slip Form10 THE EQUAL

REMUNERATION

RULES, 1976

FORM D - Register to be maintainedby employer under rule 6 of the Equal

Remuneration Act, 1976


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13.Main Process Payroll

SLNO


1 Company

Master

Multiple companies can bemaintained

2 Calendars Holiday calendar Factory calendar

3 Employee

Master

Detail information about eachemployee

Employee master stored in thissystem will be used by HRMSsystem

4 Salary Group Salary groups as perorganization structure

Salary stack (salary heads ofearning, deduction, manual

salary heads if applicable)

5 Monthly

Payroll

Manual salary heads (ifapplicable)

Additional deductions (ifapplicable)

Calculation of payroll for month(for review and validation)

Final Payroll Run Full and Final settlement

process

Arrears processing MLWF deduction Deductions like PF, PT, IT, ESIC

and deduction reports

F&F Final run Salary slips sent at attachment

to email, at a single click

IT calculation will be done outside the

payroll system. However, IT deductions

will be included in the monthly payroll

6 Reports There are several reports available

as standard.

If needed, additional reports can be

generated, provided there is a

technical feasibility for the same.