UPPCL SAP ERP Implementation Standard Operating Procedure ... · UPPCL SAP ERP Implementation Standard Operating Procedure (SOP) Inter DISCOM Sale and Purchase Process Version 0.2

Inter Discom Sale and Purchase Version 0.1

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UPPCL SAP ERP Implementation

Standard Operating Procedure (SOP)

Inter DISCOM Sale and Purchase Process

Version 0.2



Document History

Version Date Summary of Change Author Role

V.0.1 26.12.20 First version Zafar Adil FI Consultant

V.0.2 14.01.2021 Second Version Zafar Adil FI Consultant

Other Related Documents

Related Document Comments

User Manual – Inter Discom Sale and Purchase through SAP system

Review/ Approval Detail

Role Name Signature and Date Comments

Review & Approval

Project Manager UPPCL

Prateesh Pranjal

Project Manager Accenture

Vinod Naik



Table of Content 1. Purpose ....................................................................................................................................................... 4 2. Scope ........................................................................................................................................................... 4 3. Pre-requisites ............................................................................................................................................. 4 4. Process Flow.............................................................................................................................................. 4 4.1 Process Flowchart .................................................................................................................................... 4 4.2 Process Description ................................................................................................................................. 6 5. Role and Responsibilities ...................................................................................................................... 28 6. References / Definitions ......................................................................................................................... 28



1. Purpose

This document elaborates process steps to be followed by all stakeholders involve in the Inter Discom

Sale and Purchase process in SAP ERP system.

Some of the benefits of maintaining SOPs are listed below:

• SOPs will be helpful in many workplaces which require strict procedures or adherence to a set

of instructions to see to it that certain outcomes are attained.

• SOPs will also serve as a good reference to employees who are required to follow a given set

of procedures. It has been shown that even the best of employees tends to forget, this implies

that having SOPs will be quite vital in helping all the employees to stick to the right or

recommended procedure.

• SOPs are also helping to newly trained employees. They will be key in helping them keep the

fresh instructions and they will also act as an easily available reference source.

2. Scope

This document covers the SOP for processing Inter Discom Sale and Purchase from the DISCOMs in

a standardized manner.

3. Pre-requisites

Following are the pre-requisites for all the stockholder to process the steps mentioned in this

document.

• The officials shall have SAP GUI application installed in their system

• The officials shall have SAP user ID with required roles and authorization in the system

• The official should have taken training of Inter Discom Sale and Purchase process and should

be aware of the required transactions in the system.

4. Process Flow

4.1 Process Flowchart

Following steps will be followed to process Inter Discom Sale and Purchase in the DISCOMs.



Sale Order creation

Delivery of Material to DISCOM

Material sale billing creation

Purchase Order Creation

Purchase Order Approval

DI Creation

Goods Receipt (MB)



4.2 Process Description

Detailed Steps are elaborated here as follows:

1) Inter Discom Sale and Purchase: Inter Discom Sale and Purchase will be done for

following transactions-

Inventory sale available at store.

Execute T code VA01 for creation of sale order:

a. While Execute T code VA01, the following details has been entered on the screen:

• Order Type: ZIDS

• Sale Organization: DVVN (for e.g. DVVN Dakshinanchal Vidhyut Vitran Nigam Ltd)

• Distribution Channel: 20

• Division 20

After entering all the details press Enter Tab,



a. Enter the following details on the screen,

• Sold to Party: 9000000001 (customer code to whom good has been sold)

• Ship to party: 9000000001 (Customer code to whom good has been ship)

• Payment terms: 0001 (Immediately Pay)

• Incoterms: FOB (defines the terms of sale and the passing of risks for import and export of

merchandise.)

• Incoterm Location (if material has been sold from various location enter Agra, Jhansi, Kanpur) and (if

the material sale is only from one location then enter Agra)

• Enter Material code 1600000026 and the quantity of material. (If Material is available on different

location then, add more line items with material code and quantity).

After entering all the details click on Edit from menu tab Incompletion log, then screen appear as

below:



Double click on the gross weight and enter the gross weight and net weight of the material sold.

Press F5 and press enter tab again,



Double click on net value, then screen appear as below:

In ZPRO condition, enter price of material per Kg. (Note: Price of material should be rounded off. For

e.g. if price is 58.005 then round off the value to 58.00 and for 58.695 round off the value to 58.70)

Press F5 again and press enter. Screen appear as below:

Then click on save button.



2) Delivery of Material to DISCOM:

Finally, payment has been received from customer, material has been delivered to customer.

Execute T code VL01N, then screen appear as below:

Enter the Shipping point, delivery date and sale order no. then press enter tab. Screen appear as below:

Enter Batch Number,



Go to Extras in the menu and Click on Serial Numbers

Press F4 to select the Serial Number



The below screen appears to select the Serial Number



Enter Plant in Serial Number Selection and Execute

Select the Serial Number of the Material and Click OK

Serial Number is updated in the screen, Press Enter

Click on Post Good Issue tab, then screen pop up message



3) Material sale billing creation

Execute T code VF01

Screen appear as below:

Enter outbound delivery no on screen and press enter, then screen appear as below:

Click on save button.

At this time billing document is parked



Execute T code VF02

Click on Green flag to release document for accounting. Once clicked, accounting document will be

posted in the system.

System popup message



4) Purchase Order Creation

Contract for Purchase has to be created by the Purchasing DISCOM.

Enter T-Code ME31K.

Enter the following information on the screen.

• Vendor – Enter the Vendor which will be the other DISCOM which is selling.

• Agreement Type – ZCRC Document Type for Inter Discom Sale.

• Agreement Date – Date on which the Agreement is signed.

• Purchasing Organization – The DISCOM which is purchasing. For Example: MVVN Madhyanchal Vidyut Vitaran Nigam Limited.

• Purchasing Group – Purchasing Department of Purchasing DISCOM. For Example: MM1. Press Enter



Enter the required information on the screen.

• Validity Start Date – Start date of validity of the contract.

• Validity End Date – End Date of validity of the contract

• Tender Number, Tender ID, LD, BG, LOA, LOI dates – If applicable else NA is mandatory.

• Target Value – Total Target Value of the contract.

• Payment Terms – Z001 For example. Press Enter.



Enter the following information on the screen.

• Material Code - The material which is being bought from the other DISCOM.

• Target Quantity - Quantity of the Material being bought by purchasing DISCOM.

• Net Price - Price per quantity

Now, Click on the line item and click on Item Conditions Tab.



Fill the Conditions required for the inter DISCOM purchase.

For Example

Condition ZFRC (For Freight charges GST excluded) and enter the freight charge on per unit.

Click on Back

Select the line and click on delivery schedule.



Enter the estimated schedule of Delivery Date and Quantity wise.

Click on SAVE.

Pop Up from system. Purchase Order is created.



5) Purchase Order Approval

Enter T-Code ME32K.

Enter the Purchase Order Number and Click on the Hat Button.

Click on Trigger Approval and click on SAVE.



The Approver will open T-Code ZMM1001PO.

Enter the Purchase Order Number to be approved.

Click on the Pending (Approver) bullet.

Click Execute

Check on the Select Check box.

Click on Approve.



Enter Comments and SAVE.

Purchase Order is approved.

6) DI Creation

Enter T-Code ME21N.



Enter the Purchase Order Number Created in Step 4. In the field of Outline Agreement.

Press Enter.

• Enter the Plant (Name of the Store of the Purchasing DSICOM).

• Enter the Quantity for the DI.

• Enter the Tax Code as V1 (if taxes are applicable) or else V0.

• Check on the Attachment Uploaded Check Box.

• Click on the Check Button. Click on SAVE.

•



7) GRN of Materials based with reference to DI

Enter T-Code MIGO.

• Choose Activity as Goods Receipt.

• Choose Reference Document as Purchase Order.

• Choose Movement Type as 101.

Enter the D.I. Number and Press Enter.



Enter the Storage Location.

Check on Item OK.

Check on Upload Check and Enter Lorry Number.

Enter Delivery Note.



Click on Check.

Click on Post.

Pop Up comes on System.

Stock Increased can be check in MMBE T-code as follows.



1) Role and Responsibilities

Data required from business user.

2) References / Definitions

The parameters used in section 4 are elaborated in this section.

Sr. No. Item Description

1. SAP User ID User ID created for using the SAP modules viz.

HR/FICO/MM/PS.