Period End Clo-sap

EHP5 for SAP ERP 6.0

June 2011

English

Sales: Period End Closing Operations (203)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices Sales: Period End Closing Operations (203): BPD

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Contents

1 Purpose.................................................................................................................................. 5

2 Prerequisites.......................................................................................................................... 5

2.1 Master Data and Organizational Data.............................................................................5

2.2 Business Conditions........................................................................................................6

2.3 Roles............................................................................................................................... 7

3 Process Overview Table.........................................................................................................8

4 Process Steps........................................................................................................................ 9

4.1 Closing Operations..........................................................................................................9

4.1.1 Reviewing Blocked Sales Orders...........................................................................10

4.1.2 Reviewing Incomplete Sales Orders......................................................................11

4.1.3 Reviewing Sales Documents Blocked for Delivery.................................................12

4.1.4 Reviewing Sales Orders Due for Delivery..............................................................13

4.1.5 Reviewing Log of Collective Delivery Creation.......................................................15

4.1.6 Reviewing Incomplete SD Documents (Deliveries)................................................15

4.1.7 Reviewing Outbound Deliveries for Goods Issue...................................................16

4.1.8 Reviewing Sales Documents Blocked for Billing....................................................18

4.1.9 Reviewing Billing Due List......................................................................................19

4.1.10 Reviewing Log of Collective Invoice Creation........................................................20

4.1.11 Reviewing List Blocked (for Accounting) Billing Documents...................................21

4.1.12 Calculation of Work in Process (Service Provider).................................................22

4.1.13 Settling the Sales Order to Profitability Analysis (Service Provider).......................24

4.2 Update Registers...........................................................................................................25

4.2.1 Update for Initial Stock Upload...............................................................................25

4.2.2 Update for Stock Uploading from Production.........................................................26

4.2.3 Update for Outgoing Entry......................................................................................27

4.3 Extract Registers...........................................................................................................28

4.4 Monthly Utilization.........................................................................................................30

4.5 Generating ER 1 Report................................................................................................31

5 Appendix.............................................................................................................................. 32

5.1 Reversal of Process Steps............................................................................................32



Sales: Period End Closing Operations

1 PurposeThis scenario describes the collection of periodic activities in Sales & Distribution such as day ending activities or legal requirements like Intrastat and Extrastat reporting.

2 PrerequisitesYou must have run through some SD scenarios so that some relevant data for closing issues has been created.

2.1 Master Data and Organizational DataSAP Best Practices Standard Values

Essential master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company and master data that suits its operational focus, for example, master data for materials, vendors, and customers.

This master data usually consists of standardized SAP Best Practices default values, and enables you to go through the process steps of this scenario.

Additional Master Data (Default Values)

You can test the scenario with other SAP Best Practices default values that have the same characteristics.

Check your SAP ECC system to find out which other material master data exists.

Using Your Own Master Data

You can also use customized values for any material or organizational data for which you have created master data. For more information on how to create master data, see the Master Data Procedures documentation.

Use the following master data in the process steps described in this document:

Master / Org. data

Value Master / Org. data details Comments

Material H11 Trading Good for Reg. Trading (MRP planning)

no Serial no.; no batch

See sections Business Conditions and Preliminary Steps.

Material H12 Trading Good for Reg. Trading (reorder point planning)

no Serial no.; no batch



Only use if you have activated the building block Serial Number Management (126).



Master / Org. data

Value Master / Org. data details Comments

with serial numbers, no batch

See the sections Business Conditions and Preliminary Steps.


no Serial no.; batch controlled (Exp. Date)

Only use if you have activated the building block Batch Management (117).



no Serial no.; batch controlled (FIFO strategy)



Material F29 Finished Good MTS for Process Industry (PD planning)

no Serial no.; with batch (Exp. Date)



Material F126 Finished Good MTS for Discrete Industry (PD planning)

with Serial no.; with / w/o batch (FIFO strategy)

Only use if you have activated the building block Serial Number Management (126).


Material D* Service Materials See sections Business Conditions and Preliminary Steps.

Material S300 Repair Material See sections Business Conditions and Preliminary Steps.

Plant 1000(1100)

Storage Location

1030/ 1040(1130/ 1140)

Shipping Point

1000(1100)

Sales organization

1000

Distribution channel

10

Division 10

2.2 Business ConditionsThe business process described in this Business Process Documentation is part of a bigger chain of integrated business processes or scenarios. As a consequence, you must have completed the following processes and fulfilled the following business conditions before you can start going through this scenario:



Business condition Scenario

You have completed all relevant steps described in the Business Process Documentation Prereq. Process Steps (154).

Prereq. Process Steps (154)

2.3 Roles

UseThe following roles must have already been installed to test this scenario in the SAP Netweaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scenario.

Business role Technical name Process step

Employee (Professional User)

SAP_NBPR_EMPLOYEE_S Assignment of this role is necessary for basic functionality.

Billing Administrator SAP_NBPR_BILLING_S Review Blocked Sales OrdersReview Log of Collective Invoice CreationReview Billing Due List

Sales Administrator SAP_NBPR_SALESPERSON_S Review Incomplete Sales Orders

Warehouse Clerk SAP_NBPR_WAREHOUSECLERK_S Review Sales Orders Due for Delivery

Sales Administrator SAP_NBPR_SALESPERSON_S Review Log of Collective Delivery Creation

Warehouse Manager SAP_NBPR_WAREHOUSEMANAGER_M Review Log of Collective Delivery CreationReview Incomplete SD Documents (Deliveries)

Accounts Receivable Manager

SAP_NBPR_AR_CLERK_M Review Sales Documents Blocked for BillingReview List Blocked (for accounting) Billing Documents

Customs Agent SAP_NBPR_CUSTOMSAGENT_S Create Intrastat / Extrastat

Product Cost Controller SAP_NBPR_PRDCOST_CONTRLR_S Calculation of Work In Process (Service



Business role Technical name Process step

Provider)Settling the Sales Order to Profitability Analysis (Service Provider)

Excise Clerk SAP_NBPR_IN_EXCISECLERK_S Update Registers

Extract Registers

Monthly Utilization

Generating ER1 Report

3 Process Overview TableProcess step External

process reference

Business condition

Business role Transaction code

Expected results

Reviewing Blocked Sales Orders

Billing Administrator

(SAP_NBPR_BILLING_S)

VKM1

Reviewing Incomplete Sales Orders

Sales Administrator

(SAP_NBPR_SALESPERSON_S)

V.02

Reviewing Sales Documents Blocked for Delivery

Sales Administrator


VA14L

Reviewing Sales Orders Due for Delivery

Warehouse Clerk

(SAP_NBPR_WAREHOUSECLERK_S)

VL10C

Reviewing Log of Collective Delivery Creation

Warehouse Manager V_SA

Reviewing Incomplete SD Documents (Deliveries)

Warehouse Manager V_UC

Reviewing Outbound Deliveries for Goods Issue

Warehouse Clerk VL06O



Process step External process reference

Business condition

Business role Transaction code

Expected results

Reviewing Sales Documents Blocked for Billing

Billing Administrator V23

Reviewing Billing Due List

Billing Administrator VF04

Reviewing Log of Collective Invoice Creation

Billing Administrator V.21

Reviewing List Blocked (for Accounting) Billing Documents

Accounts Receivable Manager

VFX3

Calculation of Work in Process (Service Provider)

Product Cost Controller KKAK

Settling the Sales Order to Profitability Analysis (Service Provider)

Product Cost Controller VA88

Update for Initial Stock Upload

Excise Clerk J1I5

Update for Stock Uploading from Production

Excise Clerk J1I5

Update for Outgoing Entry

Excise Clerk J1I5

Extract Registers

Excise Clerk J2I5

Monthly Utilization

Excise Clerk J2IUN

Generating ER 1 Report

Excise Clerk J2IER1



4 Process Steps

4.1 Closing Operations

4.1.1 Reviewing Blocked Sales Orders

UseThe sales order failed the credit check. In this activity, you review blocked sales orders and resolve any credit issues.

FrequencyDaily

PrerequisitesSales orders are blocked due to credit check block.

Procedure

1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics ® Sales and Distribution ® Credit Management ® Exceptions ® Blocked SD Documents

Transaction code VKM1

2. On the screen, make the following entries:

Field name Description User action and values Comment

Credit control area <Credit Control Area>

Credit account 1000XX The relevant sold-to party

3. Choose Execute.

4. Select a sales order to review.

5. To display the credit data for this customer, choose Environment ® Credit Master Sheet. Analyze the credit information, and resolve any credit issues that need to be handled.

6. Choose Back.

7. Select a sales order to be released, and then choose Release.

8. Choose Save.

9. Choose Back to return to the SAP Easy Access screen (SAP GUI).

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role


Business role Billing Administrator




Business role menu Sales ® Credit Management

2. Select the tab page All Credit Blocked Orders.

3. Maintain the search criteria (by choosing Change Query) as follows and choose Apply:


Credit control area <Credit Control Area>

Credit account 1000XX The relevant sold-to party

4. Choose the sales order number to view the sales order.

5. To display the credit data for this customer, go to the tab page All Customer Credits and enter the relevant search criteria. Select the customer and choose Customer Credit Management Display.

6. Select the tab page All Credit Blocked Orders.

7. Select a sales order to be released, and then choose Release.

8. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

ResultSales orders that were blocked for credit reasons are now released when the customer situation meets the credit approval requirements.

4.1.2 Reviewing Incomplete Sales Orders

UseThis activity displays a list of all incomplete documents that is based on the specified selection criteria.

FrequencyDaily

Procedure



SAP ECC menu Logistics ® Sales and distribution ® Orders ® Incomplete Orders

Transaction code V.02

2. Make the following entries in the Sales Organization data section:


Sales Org Sales Org. <Sales Organization>

Distribution Channel Direct Sales <Distribution Channel>

Division Product Division <Division>

3. Make the following entries in the Documents Information section:




Created by <blank> In order to select any incomplete sales order make no entries in this field.

4. Choose Execute.

5. n the Incomplete SD Documents screen, select a sales order and choose Edit incompletion.

6. On the next screen choose Complete Data and the system will guide you to the incomplete entry.

7. Maintain the missing details in the sales order.

8. Choose Save.

9. Choose Back.



Business role Sales Administrator


Business role menu Sales ® Sales Orders ® Sales Order Processing ® Sales Documents Worklist

1. From the Active Queries of category Sales Orders choose the query Incomplete Orders (refresh the current query if necessary).

2. Select a sales order and choose Change.

3. Select the Incompletion Log tab page to see what is missing in the sales order.

4. Maintain the missing details in the sales order and choose Save.


Result If no errors occurred the billing documents are created and the billing values are forwarded to Financial Accounting.

4.1.3 Reviewing Sales Documents Blocked for Delivery

UseIt shows sales orders that are on credit hold and need to be released by the credit department.

FrequencyDaily

Procedure





SAP ECC menu Logistics ® Sales and distribution ® Credit Management ® Sales and Distribution Documents ® Sales and distrib.documents blocked for delivery

Transaction code VA14L

2. On the screen Sales Documents Blocked for Delivery screen, make the following entries in the Organizat.Data section:


Sales Org Sales Org. <Sales Organization>

Distribution Channel Direct Sales <Distribution Channel>

Division Product Division <Division>

3. Choose Execute.




Business role Sales Administrator


Business role menu Sales ® Sales Orders ® Sales Order Processing® Sales Documents Worklist

2. From the Active Queries of category Sales Orders choose the query Orders Blocked for Delivery (refresh the current query if necessary).:


Created by: * * asterisk as wildcard

3. Choose Apply.


Result A list of Sales Orders blocked for delivery as a result of credit check.

4.1.4 Reviewing Sales Orders Due for Delivery

UseSales orders become due for delivery creation according to their schedule line. The schedule line becomes due for shipping, when the material availability and the transportation scheduling date for a schedule are reached.

FrequencyThe frequency depends on the warehouse and shipping organization. The transaction can either be processed repeatedly online or in batch during shipping hours. SAP recommends to process the delivery due list at a minimum frequency of once a day.



Procedure



SAP ECC menu Logistics ® Logistics Execution ® Outbound Process ® Goods Issue for Outbound Delivery ® Outbound Delivery ® Create ® Collective Processing of Documents Due for Delivery ® Sales Order Items

Transaction code VL10C

2. On the Sales Order Item screen, make the following entries:


Shipping point 1000

Delivery creation dates (From)

<enter delivery creation date> The sales order item delivery date must be equal or greater than the delivery creation date (From)

Delivery creation dates (To)

<enter delivery creation date> The sales order item delivery date must be equal or less than the delivery creation date (To)

3. Choose Execute.

4. Select your sales order and choose Create Delivery in the Background.

5. Set the Cursor on the line with the green light and choose the Details icon. In the dialog box you see the number of the delivery which has been created.




Business role Warehouse Clerk


Business role menu Warehouse Management ® Shipping ® Outbound Delivery

2. On the Delivery Due Orders page, make the following entries:


Shipping point 1000

3. Choose Apply.

4. Select your order and choose Creation in Background.

5. You can see message: Delivery <delivery number> created.




ResultSales orders that were due for delivery creation are now turned into deliveries. If the creation fails, a log entry will be generated.

4.1.5 Reviewing Log of Collective Delivery Creation

UseThis log provides the detailed reasons why a delivery creation has failed. Use this log to identify the reasons and solve the issues.

FrequencyDaily

Procedure



SAP ECC menu Logistics → Sales and Distribution →Shipping and transportation → Outbound Delivery → Lists and Logs → Collective Processing Log

Transaction code V_SA


Business role Warehouse Manager

(SAP_NBPR_WAREHOUSEMANAGER_M)

Business role menu Warehouse Management ® Warehouse Monitoring ® Monitor Outbound Delivery Process ® Analysis Collective Processing Outbound Deliveries

2. On the Log of Collective Run screen, make the following entries:


Type of coll. run L Deliveries from vl04

On For example, yesterday From date

On For example, today To date

3. Choose Execute.

4. In order to display the log choose Notes. (When the delivery documents created successfully, there is no notes exist.)

5. To display the created delivery documents choose Documents.


Or

Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

Result



Sales orders for which the delivery creation failed are filed in this log.

4.1.6 Reviewing Incomplete SD Documents (Deliveries)

UseIn this activity, you review sales orders that are not complete by using the applied incompletion procedure.

FrequencyDaily

Procedure



SAP ECC menu Logistics → Sales and Distribution → Shipping and transportation → Outbound Delivery → Lists and Logs → Incomplete Outbound Deliveries

Transaction code V_UC


Business role Warehouse Manager

(SAP_NBPR_WAREHOUSEMANAGER_M)

Business role menu Warehouse Management ® Warehouse Monitoring ® Monitor Outbound Delivery Process ® List of Incomplete Outbound Deliveries

2. On the Selection of Incomplete SD Documents screen, make the following entries:


SD document categ. J J – (Outbound) Delivery

Sales Organization <Sales Organization>

3. Choose Execute.

4. On the Selection of Incomplete SD Documents screen, select a delivery and choose Change Document.

5. Maintain the missing details in the outbound delivery.

6. Choose Save.


Or


ResultOutbound deliveries that were incomplete are now complete and may be processed further.



4.1.7 Reviewing Outbound Deliveries for Goods Issue

UseIn this activity, you review deliveries that are due for goods issue.

FrequencyDaily

Procedure



SAP ECC menu Logistics ® Logistics Execution ® Outbound Process ® Goods Issue for Outbound Delivery ® Outbound Delivery ® Lists and Logs ® Outbound Delivery Monitor

Transaction code VL06O

2. On the Outbound Delivery Monitor screen, choose For Goods Issue.

3. On the Outbound Deliveries for Goods Issue screen, make the following entries:


Shipping Point/Receiving Pt

<Shipping Point>

4. Choose Execute.

5. Mark the relevant delivery.

6. Choose Post Goods Issue. (Choose today’s date on the dialog box)




Business role Warehouse Clerk


Business role menu Warehouse Management ® Shipping ® Outbound Delivery

2. Select the Due for Post Goods Issue tab page.

3. Expand Show Quick Maintenance or choose Change Query, enter the Shipping Point / Receiving Pt: and choose Apply (refresh the current query if necessary).

4. Select your delivery.

5. Choose Goods Issue.

6. The system issues the message Delivery xxxxxxxx was posted as a goods issue




ResultThe goods issue is posted.

4.1.8 Reviewing Sales Documents Blocked for Billing

UseThis log provides the detailed reasons why a delivery creation has failed. Use this log to identify the reasons and solve the issues.

FrequencyDaily

Procedure



SAP ECC menu Logistics → Sales and Distribution → Sales → Information System → Worklists → Sales Documents Blocked For Billing

Transaction code V23




Business role menu Sales ® Billing → Sales Documents Blocked For Billing

2. On the SD Documents Blocked for Billing screen, make the following entries:


Entered by <blank> No entry in order to select any blocked sales order regardless of creator.

Sales organization <Sales Organization>

Distribution channel <Distribution Channel>

Division <Division>

3. Choose Execute.

The system may issue the information message, Execute selection report SDSPESTA first. Confirm this message.

4. To change / remove the header billing block from the sales order choose Edit sales doc and make appropriate changes.


Or




ResultSales orders that were blocked for billing may now be processed.

4.1.9 Reviewing Billing Due List

UseWhen processing the billing due list, you do not need to enter the individual documents to be invoiced. The system lists the documents to be invoiced on the basis of the selection criteria you enter. It can also combine several deliveries in one invoice.

FrequencyDaily

Procedure



SAP ECC menu Logistics ® Sales and Distribution ® Billing ® Billing Document ® Process Billing Due List

Transaction code VF04

2. On the Maintain Billing Due List screen, enter the relevant search criteria and in the Documents to be selected area, choose Order- related, Delivery-related.

3. Choose Display Bill List.

4. Select the row with the sales order, and then choose Individual Billing Document.

5. Choose Save.


a) Individual Billing Documents

An individual billing document is created for all documents marked in the billing due list. No combination is carried out. You branch to transaction VF01 for every document selected. Any message is displayed during processing of the individual document.

b) Collective Billing Documents

All documents marked in the billing due list are billed. The system tries to condense them as much as possible. Processing of the selected documents is carried out in the background. After processing of the documents, you return to the billing due list.

To display the (Error) log, choose Log Display.

On the next screen select the relevant group and choose Notes. Here, icons indicate whether or not a document has been billed successfully.

To display the created billing documents choose Documents.

Alternatively check activity “Review Log of collective invoice creation”.



c) Collective Billing Documents / Online

The system branches to the Create billing document function (transaction VF01). The documents are condensed as far as possible according to the usual criteria. Any message is displayed during processing of the individual document.





Business role menu Sales ® Billing

2. On the Billing Due List tab page, expand Show Quick Criteria Maintenance or choose Change Query, enter the relevant search criteria and choose Order- related, Delivery-related.

3. Choose Apply.

4. Select the sales order, and then choose Individual Billing Document.

5. Choose Save.


a) Individual Billing Document

An individual billing document is created for all documents marked in the billing due list. No combination is carried out.

b) Billing in Background

All documents marked in the billing due list are billed. The system tries to condense them as much as possible. Processing of the selected documents is carried out in the background.

ResultIf no errors occurred the billing documents are created and the billing values are forwarded to Financial Accounting.

4.1.10 Reviewing Log of Collective Invoice Creation

UseThis log provides the detailed reasons why an invoice creation has failed. Use this log to identify the reasons and solve the issues.

FrequencyDaily

Procedure





SAP ECC menu Logistics → Sales and Distribution → Billing → Billing Documents → Log of Collective Run

Transaction code V.21




Business role menu Sales ® Billing → Log of Collective Run

2. On the Log of Collective Run screen,,make the following entries:


Type of coll. run F Invoices from vf04

On For example, yesterday From date

On For example, today To date

3. Choose Execute.

4. To display the (Error) log choose Notes.

5. To display the created billing documents choose Documents.


Or


ResultSales orders / deliveries for which the billing creation failed are filed in this log.

4.1.11 Reviewing List Blocked (for Accounting) Billing Documents

UseThis log provides the detailed reasons why a billing document is blocked for accounting. Use this list to identify the reasons and solve the issues.

FrequencyDaily

Procedure



SAP ECC menu Logistics → Sales and Distribution → Billing → Billing Document → Billing → Billing Document → Blocked Billing Docs

Transaction code VFX3




Business role Accounts Receivable Manager

(SAP_NBPR_AR_CLERK_M)

Business role menu Accounts Receivable ® Postings ® Billing ® Release Blocked Billing Documents to Accounting

2. On the Release Billing Documents for Accounting screen, make the following entries:


Sales organization <Sales Organization>

Created By <blank> No entry in order to select any blocked sales order regardless of creator.

Created On For example, yesterday From date

Created On For example, today To date

3. Choose Execute.

4. Select a billing doc to be released and then choose Release to Accounting.

5. In order to display the (Error) log choose Notes.


Or


ResultBilling documents that were blocked are now released respectively the reason why they are still blocked is reported.

4.1.12 Calculation of Work in Process (Service Provider)

UseResults analysis is used to evaluate the progress of sales orders on the basis of planned and actual revenues and costs.

Procedure



SAP ECC menu Logistics ® Sales and Distribution ® Sales ® Product Cost by Sales Order ® Period-End Closing ® Single Functions ® Results Analysis ® Execute ® Collective Processing

Transaction code KKAK


Business role Product Cost Controller



(SAP_NBPR_PRDCOST_CONTRLR_S)

Business role menu Product Cost Controlling ® Periodic Processing ® Results Analysis ® Actual Results Analysis: Sales Ordrs

2. The first time you access this transaction, the system displays the Set Controlling Area dialog box. Enter 1000 in the Controlling Area field and choose Enter.

3. On the initial screen enter the following data:


Sales Document Type

YBC1, YBC2, YBC3, YBO1, YBR1

Use Function Multiple Selection to enter the relevant sales document type

Calculation to period

Closed period Enter Current period in place of closed period

Fiscal year <current year> Enter Current period in place of closed period

RA Version 0

Execution Type

Choose option Calculate

Test run Deselected To review WIP without calculation, select this checkbox.

Log Information Messages

Selected

Output object list

Selected

Hide orders with 0 Value

Selected

4. Choose Execute. – Not recommended because of possible long runtime.


Or


Recommendation

Run this process in the background:

1. Choose Background Processing in the Processing Options, and then choose Execute.

2. On the Background Processing Options dialog box, choose Start Immediately. Note the job number.

3. Choose Check.



4. Choose Confirm.

5. On the Background Print Parameters dialog box, choose the Output device, and then choose Continue.

6. Choose from the top of the screen the System, select it and then select the Own Jobs line.

7. On the Job Overview screen, choose Jobname.

8. Choose Joblog to see the results.

ResultThe system generates a report of WIP calculations for the selected sales orders.

4.1.13 Settling the Sales Order to Profitability Analysis (Service Provider)

UseThe settlement process moves all revenues from the sales order to a controlling object for profitability analysis. Use the activity 4.12 for the Service Scenarios.

FrequencySettlement can occur on a periodic basis during the life of a sales order and/or upon completion of all work.

PrerequisitesSettlement can occur on a periodic basis during the life of a sales order and/or upon completion of all work.

Procedure



SAP ECC menu Logistics ® Sales and Distribution ® Sales ® Order ® Subsequent Functions ® Settlement

Transaction code VA88



(SAP_NBPR_PRDCOST_CONTRLR_S)

Business role menu Product Cost Controlling ® Periodic Processing ® Settlement ® Actual Settlement: Sales Orders

2. The first time you access this transaction, the system displays the Set Controlling Area dialog box. Enter 1000 in the Controlling Area field and choose Enter.

3. On the Actual Settlement: Sales Orders screen, make the following entries:


Sales Document

Number of sales document to be settled

Leave blank to settle all relevant sales orders




Settlement Period

Period to be settled Current period

Fiscal Year Year to be settled Current year

Test Run Key for simulation Deselect

4. Choose Execute. Note the results on the subsequent screen Actual Settlement: Sales Documents Basic List.

5. Choose Back to return to the SAP Easy Access menu.


Or


ResultYou have successfully settled the sales order revenues to the profitability analysis.

4.2 Update Registers

The steps Update Register, Extract and Utilization are not prerequisite for ER 1 Report , but if needed process flow should follow.

UseAfter Creating Excise Invoice (J1IIN) , As per Indian Law, the excise authorities require you to maintain (update) the following registers relating to excise duty RG1 , RG23A, RG23C, RG23D, PLA. And it helps to keep record of all receipts and issues related to excisable materials.

FrequencyEnd of the month (Once in a month)

Procedure

4.2.1 Update for Initial Stock Upload

PrerequisitesWhen material coming from MIGO, Movement Type 561 (Initial Stock Upload).Then Process will be,

But you need to maintain (update) with other movement types if it is being used

For Ex. Movement types 101, 102, 122, 123, 161, 162, 201,202, 261, 262, etc.. With classification ROP and RMA





SAP ECC menu J1ILN(India Localization Menu) ® Indirect Taxes ® Registers ® Excise Tax® Update RG23A/C Issues and RG1

Transaction code J1I5


Business role Excise Clerk

(SAP_NBPR_IN_EXCISECLERK_S)

Business role menu CIN® Register Creation For RG23 and RG1

2. Select these fields


Company 1000

Plant 1000

Excise Group Choose

Posting Date For One Month End Date should not be the date in the future

Movement Type

561

Classification ROP

Document Entry Date

X Select from RG 23RG 1 Tab

Registers RG1

3. Choose F8 (Execute).Choose Enter to skip the warning messages.

4. Please choose Continue to confirm the Register dialog if any.

5. Select Line and choose Simulate (That line will be green).

6. Again select line and choose Create.

7. Repeat step 5-6 for all of records.


Or


4.2.2 Update for Stock Uploading from Production

PrerequisitesWhen Stock is updating from production (confirmation), Movement Type 101.

Procedure





SAP ECC menu J1ILN(India Localization Menu) ® Indirect Taxes ® Registers ® Excise Tax® Update RG23A/C Issues and RG1








Company 1000 Chose

Plant 1000 Chose

Excise Group 21 Chose


Movement Type

101

Classification RMA

Document Entry Date

x Select from RG 23RG 1 Tab

Registers RG1

3. Choose F8 (Execute). Choose Enter to skip the warning messages.

4. Select Line and choose Simulate (That line will be green)




Or


4.2.3 Update for Outgoing Entry

Prerequisites

When Stock is going outside (PGI), Movement Type 601..

Procedure



SAP ECC menu J1ILN(India Localization Menu) ® Indirect Taxes ®



Registers ® Excise Tax® Update RG23A/C Issues and RG1








Company 1000 Chose

Plant 1000 Chose



Movement Type

601

Classification IDH , IWE , IDH for domestic sale

IWE for Export sale

Document Entry Date

x Select from RG 23RG 1 Tab

Registers RG1

3. Choose F8 (Execute). Choose Enter to skip the warning messages.

4. Select Line and choose Simulate (That line will be green).




Or


Result Successfully register will get updated. (Processing over for xxx no. of records).

If register is not updated properly then you can not extract those registers.

Utmost care has to be taken while updating the Registers, once entries are updated in wrong Indicator of Receipt or Issue, the same can not be reversed and will have a impact on accounting in Excise Registers.



4.3 Extract Registers

UseAfter Updating Registers, Need to Extract RG1 , RG23A, RG23C, RG23D, PLA registers.

This activity is performed to summarize all updated entries.

If already extracted, system will ask for confirmation of Re-Extraction. choose yes button, and system will overwrite the data. You can also Display the last extracted date..

Frequency ProcedureEnd of the month (Once in a month)

Procedure



SAP ECC menu J1ILN(India Localization Menu) ® Indirect Taxes ® Registers ® Excise Tax® Extract





Business role menu CIN® Extract

2. On the Excise Registers Extraction screen, make the following entries and choose Execute:


Excise group 21 or 51

Start date from Chose

End date to Chose

Select Registers

Select any Registers

Registers RG23A PART l, ll / RG23C PART l, ll / PLA /

RG23D / RG1

Select one by one and execute or at a time those you need to extract.

3. Choose Continue to confirm the Register dialog.


Or




Result Registers successfully Extracted

System will display the register extracted with OK button.

If register is not updated properly then you can not extract those registers and system will display with ‘x’ red mark and register name.

4.4 Monthly Utilization

UseAfter Updating Registers, We can do Utilization Before extract or after extract the Registers.

CENVAT utilization refers to utilizing the Excise duties which we have availed during Purchase (i.e. for the Raw Materials) in RG23A/C register against the Excise payable at the time of sales.It is monthly activity which will be done by the first week of every month (I.e. utilization done for the Previous month).


Procedure



SAP ECC menu J1ILN(India Localization Menu) ® Indirect Taxes ® Sales/Outbound Movements ® Fortnightly Payment

Transaction code J2IUN




Business role menu CIN® Monthly utilization

2. On the Monthly Utilization screen, make the following entries:


Company Code 1000 Chose

Plant 1000 Chose


Period From <First day of current month>

To <Current Date>

Pay Cen from Cen& Ser tax CR

Select

3. Choose Execute and you will get three duties (BED, ECS, SECS) and these all are in red cross.



4. Select first line item, choose select duty tab so you can see utilization for BED, mansion amount in utilized column (For EX. 1000) and enter. That red cross will become green.

5. Now select second line, choose select duty tab so you can see utilization for ECS, mansion amount in utilized column (For EX. 100) and enter. That red cross will become green.

6. Then select third line, choose select duty tab so you can see utilization for SECS, mansion amount in utilized column (For EX. 50) and enter. That red cross will become green.

7. Then choose simulate I-con (button).

8. Choose Save.


Or


Result You have done CENVAT utilization successfully.

Using the above transaction we utilize the the Purchase side Excise accounts ( BED,ECS & SECS) against the Excise Payable accounts ( Excise duty Payable at the time of Sales).

You are saving this document means posting, and you can check these posted document in this transaction code (FB03).

4.5 Generating ER 1 Report

UseAfter Updating, Extracting Registers and Utilization, you can generate ER 1 Report which is excise monthly return for availing CENVAT.

E.R.-1 to be filled with excise authorities, by all the assesses (as defined under Central Excise Act) on a monthly basis for production and removal of goods and other relevant particulars and CENVAT credit.

To Run ER 1 Report, the steps Update Register, Extract and Utilization are not prerequisite but if needed process flow should follow.


Procedure



SAP ECC menu N/A

Transaction code J2IER1






Business role menu CIN® Monthly ER1 Report

2. On the initial screen, make the following entries:


Excise group 21 Chose

Plant 1000 Chose

Report Period From – To From: First day of current month.

To: Last day of current month.

Details Select one by one

3. Select one by one option from Details tab and Choose Execute and get a print for this.


Or


ResultNow ER 1 fulfills requirement, i.e. Monthly Return which is need to be submitted to Excise Authorities every month end.

5 Appendix

5.1 Reversal of Process StepsIn the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document.

Review Blocked Sales Orders

Transaction code ( SAP GUI) VKM1

Reversal: Review Blocked Sales Orders

Transaction code ( SAP GUI) VKM2


Business role menu Sales ® Credit Management ® Released SD Documents

Comment

Create Intrastat / Extrastat

Transaction code ( SAP GUI) ENGR



Reversal: Change Intrastat / Extrastat

Transaction code ( SAP GUI) ENGR

Business role Customs Agent

Business role menu Foreign Trade ® Foreign Trade/Customs ® Periodic Declarations

Comment

Actual Settlement Sales Orders

Transaction code ( SAP GUI) VA88

Reversal: Actual Settlement: Sales Orders

Transaction code ( SAP GUI) VA88


Business role menu Product Cost Controlling ® Periodic Processing ® Settlement ® Actual Settlement: Sales Orders

Comment Select menu: Settlement ® Reverse
