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USER MANUAL
Materials Management
DOCUMENT CONTROL SHEET GENERAL INFORMATION
Project nameDocument nameDocument location
ImplementationMaterials Management
DOCUMENT INFORMATION
VersionFilenameDateAuthorReviewed byChanges from previous version
V 1.0
USER PROCEDURE MANUAL
TABLE OF CONTENTS
1
101Procurement of Stock Materials
101.1Procurement of Stock Materials Raw Material Local / Return
101.1.1Purpose
101.1.2Prerequisites
101.1.3Material Master Record
241.1.4Vendor Master Record
351.1.5Purchasing Info Record
411.1.6Source List
431.1.7CIN Master Data
531.1.8Excise Condition Record
561.2Request for Quotation (RFQ)
561.2.1Use
561.2.2Procedure
611.2.3Result
611.2.4Example
611.3Message output: RFQ
611.3.1Use
611.3.2Procedure
641.4Maintaining Quotation
641.4.1Use
641.4.2Procedure
661.4.3Result
661.4.4Example
671.5Price Comparison
671.5.1Use
671.5.2Procedure
691.5.3Result
691.6Creating Purchase Requisition
691.6.1Use
691.6.2Procedure
701.6.3Result
701.6.4Example
701.7Release Purchase Requisition
711.7.1Procedure
741.8.Assign and Process Purchase Requisition
741.8.1 Use
741.8.2Procedure
761.8.3Result
771.9Purchase Order
771.9.1Use
771.9.2Procedure
821.9.3Result
821.9.4Example
831.10. Release Purchase Order
831.10.1. Procedure
871.11Message Output
871.11.1 Use
871.11.2Procedure
891.12Goods Receipt for Purchase Order
891.12.1Use
891.12.2Prerequisites
891.12.3Procedure
991.12.4Result
99Material document 5000000009 posted
991.12.5Example
1001.13Logistics Invoice Verification
1001.13.1Use
1001.13.2Procedure
1051.13.3Result
1051.13.4Example
1061.14Returning Delivery
1061.14.1Use
1061.14.2Procedure
1131.14.3Result
113Return Delivery document created
1131.14.4Example
1141.15Excise Invoice Other Movements
1141.15.1Procedure
1161.15.2Result
1161.15.3Example
1171.16Posting and Printing the Excise Invoice
1171.16.1Use
1171.16.2Prerequisites
1171.16.3Procedure
1201.16.4Result
1211.17Credit Memo
1211.17.1Use
1211.17.2Prerequisites
1211.17.3Procedure
1271.17.4Result
1271.17.5Example
1281.18Reversals / Cancellation of Invoice or Credit Memo
1281.18.1Use
1281.18.2Prerequisites
1281.18.3Procedure
1331.18.4Result
1331.18.5Example
1341.19Reversals / Cancellation of Goods Receipt (GR)
1341.19.1Use
1341.19.2Prerequisites
1341.19.3Procedure
1391.19.4Result
1391.19.5Example
1401.20Reversing CENVAT Postings
1401.20.1Purpose
1401.20.2Prerequisites
1401.20.3Procedure
1441.20.4Result
1441.20.5Example
1451.21Canceling Excise Invoices
1451.21.1Purpose
1451.21.2Prerequisites
1451.21.3Procedure
1501.21.4Result
1501.21.5Example
1512Procurement of Imported Materials Business Process Procedure
1512.1 Procurement of Imported Materials
1512.1.1 Purpose
1512.1.2Prerequisites
1522.2 Creating Purchase Order
1522.2.1 Use
1522.2.2Prerequisites
1522.2.3Procedure
1582.2.4Result
1582.2.5Example
1592.3Release Purchase Order
1592.3.1Procedure
1622.4Message Output
1622.4.1Use
1622.4.2Procedure
1642.5CAPTURING BILL OF ENTRY
1642.5.1Use
1642.5.2Procedure
1712.5.3Result
1712.5.4Example
1722.6Goods Receipt for Imported Purchase Order
1722.6.1Use
1722.6.2Procedure
1832.6.3Result
1832.6.4Example
1842.7Logistics Invoice Verification for the Materials
1842.7.1Use
1842.7.2Procedure
1902.7.3Result
1902.7.4Example
1913Procurement of Subcontracting Materials Business Process Procedure
1913.1Procurement of Subcontracting Materials
1913.1.1Purpose
1913.1.2Prerequisites
1923.2Creation of Subcontracting Purchase Order
1923.2.1Use
1923.2.2Prerequisites
1923.2.3Procedure
1963.2.4Result
1963.2.5Example
1973.3Message Output
1973.3.1Use
1973.3.2Procedure
1993.4Transfer of Components to Subcontractor
1993.4.1Use
1993.4.2Prerequisites
1993.4.3Procedure
2013.4.4Result
2023.4.5Example
2023.5Creation of Subcontracting Challan
2023.5.1Use
2023.5.2Prerequisites
2023.5.3Procedure
2043.5.4Result
2043.5.5Example
2053.6 Printing of Subcontracting Challan
2053.6.1 Use
2053.6.2Procedure
2093.7Goods Receipt for Purchase Order
2093.7.1Use
2093.7.2Prerequisites
2093.7.3Procedure
2173.7.4Result
2173.7.5Example
2183.8Reconciling Subcontracting Challan
2183.8.1Use
2183.8.2Procedure
2203.8.3Result
2203.8.4Example
2213.9Completing/Reversal/Re-credit Subcontracting Challan
2213.9.1Use
2213.9.2Procedure
2223.9.3Result
2223.9.4Example
2223.10Logistics Invoice Verification for Subcontracting Material
2223.10.1Use
2223.10.2Procedure
2263.10.3Result
2263.10.4Example
2275.Procurement of External Services: Business Process Procedure
2275.1Procurement of External Services Procurement Process
2275.1.1Purpose
2275.1.2Prerequisites
2285.2Creating Service Master
2285.2.1Use
2285.2.2Procedure
2305.2.3Result
2315.3Creating Purchase Requisition
2315.3.1Use
2315.3.2Procedure
2355.3.3Result
2355.3.4Example
2365.4Assign and Process Purchase Requisition
2365.4.1Use
2365.4.2Procedure
2395.4.3Result
2405.6 Purchase Order
2405.6.1 Use
2405.6.2Prerequisites
2405.6.3Procedure
2435.6.4Result
2435.6.5Example
2435.7For Releasing Purchase Order Refer User Manual of Stock Procurement
2445.8Message Output
2445.8.1Use
2445.8.2Procedure
2465.9Creation and Acceptance of Service Entry Sheet
2465.9.1Use
2465.9.2Procedure
2565.9.3Result
2565.9.4Example
2575.10Logistics Invoice Verification
2575.10.1Use
2575.10.2Procedure
2615.10.3Result
2615.10.4Example
2626Asset Procurement Business Process Procedure.
2626.1Purchase Order
2626.1.1Use
2626.1.2Procedure
2666.1.3Result
2666.2Release of Purchase Order
2666.2.1Procedure
2676.3Goods Receipt for Purchase Order
2676.3.2Use
2676.3.3Prerequisites
2676.3.4Procedure
2696.2.3Result
2696.4Post Excise Invoice
2696.4.1 Procedure
2716.4.2 Result
2726.5Logistics Invoice Verification
2726.5.1Use
2726.5.2Procedure
2756.5.3Result
2767Excise Periodic Processing Business Process Procedure
2767.1Excise Periodic Processing
2767.1.1Purpose
2767.1.2Prerequisites
2777.2Excise Report - CENVAT Register
2777.2.1Use
2777.2.2Prerequisites
2777.2.3Procedure
2797.2.4Result
2807.3Excise Register Updation
2807.3Updation of RG1 Register
2807.3.1Use
2807.3.2Prerequisites
2807.3.3Procedure
2877.3.4Result
2887.4RG1 Register Extraction
2887.4.1Use
2887.4.2Prerequisites
2887.4.3Procedure
2917.4.4Result
2927.5RG1 Register Print Utility
2927.5.1Use
2927.5.2Prerequisites
2927.5.3Procedure
2957.5.4Result
2958.PLA Register Extraction
2958.1PLA Register Extraction
2958.1.1Use
2958.1.2Prerequisites
2958.1.3Procedure
2988.1.4Result
2988.2PLA Register Print Utility
2988.2.1Use
2988.2.2Prerequisites
2988.2.3Procedure
3008.2.4Result
3019. Reports
3017.1Purchasing
3017.1.1Purchasing Documents per Vendor (ME2L)
3027.1.2Purchasing Documents per Material (ME2M)
3037.1.3Source List for Material (ME0M)
3037.1.4Purchase Info Record per Material (ME1M)
3057.1.5Purchasing Values(MC$G)
3079.2Inventory
3079.2.1Material Document List (MB51)
3099.2.2Diplay Warehouse Stock (MB52)
3109.3.3 Stock on Posting Date (MB5B)
3139.3.4 Stock Overview (MMBE)
3149.3.5 Stock in Transit (MB5T)
3159.3.6 Slow Moving Items (MC46)
Icons
IconMeaning
Caution
Example
Note
Recommendation
Syntax
Abbreviations
RRequired entry field (used in the end-user procedures)
OOptional entry field(used in the end-user procedures)
CConditional field(used in the end-user procedures)
1 Procurement of Stock Materials
1.1 Procurement of Stock Materials Raw Material Local / Return
1.1.1 Purpose
This process describes the procurement process of raw materials from indigenous source of supply with Country Version India (CIN) relevant process like processing of Excise Duty (ED) and Sales Tax (ST) process.
1.1.2 Prerequisites
The following scenario specific master data must be created for operation of this building block.
1. Material Master Record
2. Vendor Master Record
3. Purchase Info Record (Optional)
4. Source List (Optional)
5. CIN Master Data
6. Excise Condition Record (if Tax applicable for the Vendor-Material Combination)
1.1.3 Material Master Record
Menu PathLogistics ( Materials Management ( Material Master ( Material ( Create (General)
T CodeMM01 Create
MM02 Change
MM03 Display
Press Enter to see the pop-up window.
Select the required views and press Enter to input the organizational levels.
Press Enter to input the details of the Material.
1.1.3.1 Basic Data Views
Press Additional Data to maintain the Alternate Unit of Measures (for e.g. 1000G= 20Nos for the Semi finished goods)
1.1.3.2 Purchasing Views
1.1.3.3 MRP Views
Work Scheduling View:
1.1.3.4 Quality Management View
1.1.3.5 Accounting Views
1.1.3.6 Costing Views
After entering all the details, press to save the Material.
1.1.4 Vendor Master Record
Menu PathLogistics ( Materials Management ( Purchasing ( Master Data ( Vendor ( Central
T CodeXK01 Create
XK02 Change
XK03 Display
Press Enter to input the details of the vendor.
Vendor Account Groups:
VDOMDomestic Vendors
VIMPImport Vendors
VSRVService Vendors
1.1.4.1 General Data
Enter whether this vendor is approved or on Probation
No need to enter in the below screen.
1.1.4.2 Accounting Data
Reconciliation Accounts:
The below screen is explained in detail in FI User Manual:
1.1.4.3 Purchasing Data
Schema group, Vendor:
DMDomestic Schema
IMImport Schema
Press to save the Vendor master and the no is generated automatically.
1.1.5 Purchasing Info Record
Menu PathSAP Easy Access ( Logistics ( Materials Management ( Purchasing ( Master Data ( Info Record ( Create
T CodeME11 Create
ME12 Change
ME13 - Display
You use this component if you wish to store information on a vendor and a material as master data at purchasing organization or plant level. You can create purchasing info records for different procurement types (standard, subcontracting, pipeline, consignment).
Press enter the details in the Purchasing Info Record.
No need to enter anything in the below screen as it copies all the data from the Vendor Master.
1.1.5.1 Result
Purchasing Info Record is created
1.1.5.2 Example
Purchasing Info Record 5300000384 is created.
1.1.6 Source List
Menu PathSAP Easy Access ( Logistics ( Materials Management ( Purchasing ( Master Data ( Source List ( Maintain
T CodeME01 Maintain
ME03 Display
ME04 - Changes
Result: Source List changed.
1.1.7 CIN Master Data
Menu PathJ1ILN ( SAP Menu ( Indirect Taxes ( Master Data ( Excise Rate Maintenance
T CodeJ1ID
1.1.7.1 Chapter IDs
Select Chapter ID and Press
Press New Entries to go to the next screen.
Press to save the data.
1.1.7.2 Material ID and chapter ID combination
Select Material and Chapter ID Combination and Press
Press to save the data.
1.1.7.3 Vendor Excise Details
Either you can maintain here or else in Vendor Master.
Press to save the data.
1.1.7.4 Excise Indicator for Plants
Select Excise Indicator for Plant and Press
Press to save the data.
1.1.8 Excise Condition Record
1.1.8.1 Use
When you enter a purchasing document, for example, a purchase order, the R/3 System automatically calculates the applicable excise duties using the condition technique.
1.1.8.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuNo Menu path available for this transaction
Transaction codeFV11
2. Enter the appropriate Condition type (various condition types given in next page) and maintain the respective values.
For Raw Material / Packing Material maintain the Plant/Vendor/Material Combination.
For Service Tax /Assets maintain the Plant/Material Group Combination.
.
3. Press Ctrl+S or 1.1.8.3 Result
Condition records saved.1.2 Request for Quotation (RFQ)
1.2.1 Use
Request for Quotation is used to float enquiries in market to obtain quotations from prospective vendors.
This transaction is optional for the process.
1.2.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Material Management (Purchasing (RFQ/quotation (Request for Quotation ( Create
Transaction codeME41
2. RFQ can be created with reference to Purchase Requisition, Outline Agreement (Contract) and another RFQ.
3. On the Create RFQ: Initial Screen, make the following entries:
4. Choose (header details icon) on the toolbar, then on screen Create RFQ: Header Data, enter information in the fields as specified in the table below:
5. Choose (vendor address button) on the toolbar, then on screen Create RFQ: Vendor Address, enter information in the fields as specified below:
After entering the vendor code and pressing enter the details of vendor will be displayed automatically.
6. Press to Save the RFQ. This will refresh the Create RFQ: Vendor Address screen to allow creation of the same RFQ data to a new vendor by following the steps outlined above.
1.2.3 Result
RFQ created
Similarly create for other vendor in the same screen and various RFQ Nos will be generated
1.2.4 Example
RFQ created under the number 6000000000.
1.3 Message output: RFQ
1.3.1 Use
A RFQ needs to be printed for transmitting to vendor. This transaction is optional for the process.
1.3.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Purchasing ( RFQ/Quotation ( Request for Quotation ( Messages ( Print/Transmit
Transaction codeME9A
2. On the Message Output screen, make the following entries:
You will see out put as
1.4 Maintaining Quotation
1.4.1 Use
This transaction is used to maintain the quotation, which is submitted by vendors. Vendor communicates price for material and as a result the RFQ (Request for Quotation) needs to be updated.
This transaction is optional for the process.
1.4.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Purchasing ( RFQ/quotation ( Quotation ( Maintain
Transaction codeME47
2. On the Maintain Quotation: Initial Screen, make the following entries:
3. Choose the Enter key, or choose green Enter icon to proceed.
4. View the screen Maintain Quotation: Header Data by Choosing on the Header data icon in the toolbar.
5. Enter information in the fields as specified in the table below. Some fields will not be available for input, as they are reference fields only.
6. Once all necessary header data has been maintained, the user can then enter the price information in one of two fashions:
a. Enter the price in the Net Price field on the Maintain Quotation: Item Overview screen by Choosing overview icon on toolbar.
b. To enter more detailed information in addition to the net price, select the line item and choose the Item Details icon. Choose the green Back arrow to return to the Overview screen once data has been maintained.
i. A vendors quoted price can be entered in one of two ways.
ii. Enter the net price per unit in the Net price field. This price includes the vendor's normal discounts and surcharges only. Cash discounts (for prompt payment) and taxes are calculated separately.
iii. Enter the gross price in the Net price field, and maintain the conditions for the item. Then the system automatically replaces the entered gross price with the calculated net price. If the net price for an item is entered for which pricing conditions have been maintained, the system always replaces the price entered with the calculated net price.
iv. Enter the Tax Code for any relevant taxes (for example, Excise Duty, Sales Taxes etc.) in the Tax code field. If a purchase order is created by referencing an RFQ, this code facilitates the determination of the tax amount when the invoice is entered in the system.
v. After entering tax code, after choosing this system may give an information message showing the effective price, Choose Enter to continue.
7. Once all quotation information has been successfully entered, save the data by Choosing on the Save button, or Choose the keys. A message will be displayed that the data has been saved.
1.4.3 Result
Quotation is maintained.
Maintain the same for other RFQs.1.4.4 Example
Quotation for RFQ 6000000000 maintained.
1.5 Price Comparison
1.5.1 Use
Required to compare prices from all quotations received as a result of a competitive bidding process.
This transaction is optional for the process.
1.5.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Purchasing ( RFQ/Quotation ( Quotation ( Price Comparison
Transaction codeME49
2. On the Price Comparison List screen, make the following entries:
a. Choose the comparison values to be used:
i. Reference quotation: You can compare the quotations within the list with a sample quotation. The system displays the percentage deviation between each quotation in the list and the sample quotation.
ii. Mean/minimum value quotation: The price comparison list can also display a "fictitious" quotation reflecting the average or minimum value of all quotations. Select either the "Mean value" or "Minimum value" quotation field to choose the type of fictitious quotation.
iii. Percentage basis: The price comparison list displays the percentage of each item in relation to the maximum, minimum, or average price. To determine the display type, enter one of the following:
+:The highest value for each item is the 100% value
-:The lowest value for each item is the 100% value
_:The mean value for each item is the 100% value
b. Select the desired price computations:
i. Select the appropriate field to determine which of the following should be included in the determination of the comparison price:
i. Include cash discounts
ii. Include delivery costs
iii. Determine effective price
3. Once all entries have been made, Choose the Execute.
4. On screen Price Comparison List in Currency INR, view the Price Comparison list.
5. To view any of the following information for a particular quote included in the comparison, Choose the RFQ number with the mouse to select it, then Choose the appropriate icon/button on the menu toolbar:
6. Display Material:Allows the user to view the purchasing data in the material master record.
7. Display Vendor:Allows the user to view the vendor master record.
8. Additional Info:Allows the user to view payment terms, bid dates, currency information for all the vendor quotations in the list.
9. If any information has been modified through the comparison list, save the RFQ before exiting. If changes have been made and the user attempts to exit without saving, the system will return a message to verify action.
10. To exit the transaction, choose the green Back arrow, the yellow Exit arrow, or Choose the F3 button.
1.5.3 Result
Price Comparison List in Currency INR is displayed on the screen.
1.6 Creating Purchase Requisition
1.6.1 Use
A Purchase Requisition is created to indicate purchase department to procure materials or services with details like how much quantity is required, when required. Generally it is created automatically for Raw materials and Packing Materials through MRP Run and Spares and Service related to Plant Maintenance Purchase Requisition is generated automatically from Plant maintenance Order.
This transaction is optional for the process.
1.6.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Purchasing ( Purchase Requisition ( Create
Transaction codeME51N
2. On the Create Purchase Requisition screen, make the following entries:
Press or Ctrl+S to Save the Purchase Requisition.
1.6.3 Result
1.6.4 Example
Purchase requisition number 0010000000 created.
1.7 Release Purchase Requisition
1.7.1 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Purchasing ( Purchase Requisition ( Release (Individual Release
Transaction codeME51N
1.8. Assign and Process Purchase Requisition
1.8.1 Use
a) This section explains the functions provided by the SAP System for converting requisitions into external purchasing documents (purchase orders, contract release orders, scheduling agreement delivery schedules, RFQs), and the processing options thereby available to you:
Assigning means defining the desired source for each purchase requisition item Further processing involves generating lists of requisitions that have been assigned or flagged as outlined above, and the subsequent creation of RFQs, purchase orders, or lines of delivery schedules under scheduling agreements.
Procedure
2. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Purchasing ( Purchase Requisition ( Follow-On Functions (Assign and Process
Transaction codeME57
3. The assignment of sources to and further processing of purchase requisitions are two distinct functions. You can choose whether you wish to perform the functions in two separate steps or in just one.
4. Below are the Selection Parameters to restrict the process of PO from PR
5. Press or F8 to enter into the next screen.
6. O is explained in next chapter.
1.8.3 Result
The source is assigned to PR and can be processed for PO.
1.9 Purchase Order
1.9.1 Use
A purchase order is a legal document used to record an individual purchase with the vendor. It also provides the vendor with a reference document to link to shipping (goods receipt) and invoicing (invoice verification) processes. The purchase order is a commitment to a vendor for a given material, in a specified quantity at a predetermined price and delivery date.
This transaction is mandatory for the process.
Please ensure that Purchase Order Value does not exceed specified value and if the purchase order value crosses this limit a release procedure is applied on this purchase order. To release the Purchase Order go to ME28 for collective release and ME29N for individual release.
1.9.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Purchasing ( Purchase Order ( Create(Vendor/Supplying Plant Known
Transaction codeME21N
2. If you want create purchase order with reference to the purchase requisition, on item details screen enter the purchase requisition number and item number at Purch. Req. field. System will automatically adopt all the data from requisition.
1.9.3 Result
Purchase Order is created.1.9.4 Example
Standard PO created under the number 210000000.1.10. Release Purchase Order
1.10.1. ProcedureAccess the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Purchasing ( Purchase Order( Release (Individual Release
Transaction codeME29N
1.11Message Output
1.11.1 Use
A Purchase Order needs to be printed for transmitting to vendor.
Procedure
2. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Purchasing ( Purchase Order ( Messages ( Print/Transmit
Transaction codeME9F
3. On the Message Output screen, make the following entries
4. Choose to Execute.5. On screen Message Output select the appropriate Document number and perform the following:
Choose Output Message and/or
Choose Display Message and/or
Choose Message Detail and/or
Choose Trial Printout.
1.12 Goods Receipt for Purchase Order
1.12.1 Use
Goods are received from the Vendor as a result of a Purchase Order at the receiving plant. A goods movement is entered into the system referencing this PO and a goods receipt material document is posted. Appropriate general ledger accounts are also posted and stocks are updated.
1.12.2 Prerequisites
Purchase Order
1.12.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Inventory Management ( Goods Movement ( Goods Receipt ( For Purchase Order ( PO Number Known
Transaction codeMIGO
2. On the Goods Receipt Purchase Order screen, make the following entries:
3. After pressing Enter system will fetch all the data from the Purchase Order as shown below:
4. System defaults the balance quantity in PO, change the quantity to the received quantity:
Field nameDescriptionR/O/CUser action and valuesComment
Goods ReceiptGoods ReceiptRSelect from drop down list for action
Purchase OrderPurchase OrderRinput the PO number which generated above
4500000277
Movement Type101
Enter
Document DateDocument DateREnter document date
Delivery Notein HeaderODelivery Number from Vendor
VendorVendorRDefaulted from purchase orderGrayed out
Posting DatePosting dateREnter posting date
Bill of ladingBill of ladingOEnter bill of lading
Header textHeader textOEnter header text
Close Header Detail data to enlarge the Detail data.
Select Material tab at Detailed Data.
Material Material tabRDefaulted from Purchase OrderGrayed out
Select Quantity tab in Detail data.
Qty in unit of entryQuantity in unit of entryREnter the quantity you have received from vendor. As a default system will give purchase order quantityQuantity defaulted from Purchase Order
Qty in delivery noteQuantity in delivery noteOEnter the quantity as per vendor delivery challan
Select Where tab in Detail data.
Movement typeMovement typeRDefaulted from header screen
Stock typeStock typeRDefaulted from material master or purchase order
PlantPlantRDefaulted from purchase order
1000
Storage locationStorage locationRDefaulted from purchase order if entered
1010
Goods RecipientGoods RecipientOEnter the name of person who received goods
Unloading pointUnloading pointO
TextTextOEnter the text if required
Select Purchase Order tab in Detail data.
Purchase OrderPurchase OrderRDefaulted from header data Grayed out
Del. completed ind.Delivery completion indicatorODefaulted by system if PO Qty = GR Qty
Select Partner tab in Detail data.
VendorVendor nameOGrayed out
For this material batch management is not active. Just for reference purpose the following data is given.
Select Batch tab in Detail data.
This tab will come only if material is managed in batches.
Proceed with the following steps if material is batch managed only.
BatchBatch numberREnter batch number as date for batch managed materials
Vendor batchVendor batch OEnter vendor batch number for reference
5. Select the Check box Item OK, after entering all the data.
You will get Excise Invoice tab at Header Data for capturing vendor excise invoice details and for posting Part I and Part II.
6. On the Excise Invoice tab at Header Data make the following entries.
Field nameDescriptionR/O/CUser action and valuesComment
Capture & Post Excise invoiceCapture & Post Excise Invoice on Excise ActionRChoose Capture & Post Excise Invoice from drop down listDefaulted
Excise GroupExcise GroupRDefaulted by the system
Excise InvoiceExcise invoiceREnter the vendor Excise Invoice number
For example:
D013
Excise Inv. DateExcise Invoice DateREnter the excise invoice date of vendor
BEDBasic Excise DutyRDefaulted from purchase orderGrayed out
AEDAdditional Excise DutyRDefaulted form purchase orderGrayed out
SEDSpecial Excise DutyRDefaulted from purchase orderGrayed out
NCCDNCCDRDefaulted from purchase orderGrayed out
ECSEducation CessRDefaulted from purchase orderGrayed out
MRP IndicatorMRP IndicatorOTick the check box
Note: If the Base Price in PO is the inclusive of both the Material Cost and Excise Value choose the check box
Close Header Detail data to enlarge the Detail data.
Select Excise Item tab at Detailed Data (at the last).
Chapter IDChapter ID of materialRDefaulted by the system
No action required
EI QuantityExcise Invoice QuantityRDefaulted by the system from Goods Receipt quantity
Base ValueBase value of materialRDefaulted by the system
BEDBasic Excise DutyRDefaulted by the system
AEDAdditional Excise DutyODefaulted by the system
NCCDNCCDODefaulted by the system
SEDSpecial Excise DutyODefaulted by the system
ECSEducation CessODefaulted by the system
Please cross check the BED, AED, SED, NCCD and ECS amount of item as per the Vendor Excise Invoice, legally you cannot avail more than what mentioned in Vendor Excise Invoice. All other information is defaulted by the system. Hence, no action required by the user.
6. Choose Check at the top of screen.
7. Choose Post to post the document.
Also See the account postings
1.12.4 Result
Material document 5000000009 posted
1.12.5 Example
Material document 5000000009 posted1.13 Logistics Invoice Verification
1.13.1 Use
In this process of Logistics Invoice Verification all the Incoming Invoices are verified in terms of their content, prices and arithmetic. When the invoice is posted, the invoice data is saved in the system. The system updates the data saved in the invoice documents in Materials Management and Financial Accounting.
1.13.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Logistics invoice Verification ( Document Entry ( Enter Invoice
Transaction codeMIRO
2. If you are opening for the first time this transaction, system will ask for Company Code, please give 1000 to go in side the transaction.
3. On the Enter Incoming Invoice: Company Code 1000 screen, make the following entries:
If Part II entry is not done then system will not allow you to POST Invoice
Unless and until you post part2 system will not allow invoice verification
Field nameDescriptionR/O/CUser action and valuesComment
TransactionInvoiceRSelect Invoice from drop down list
Header DataHeader data of Invoice RDefaulted by system
Basic tabBasic information tabRSelect basic information tab to give initial information
Invoice DateInvoice DateREnter the Vendor invoice date
ReferenceInvoice referenceOEnter the vendor invoice reference
For Example
USERMANUAL
Posting datePosting DateREnter the posting date of documentSystem will give current date as default
AmountInvoice AmountREnter invoice gross amount including taxes and duties
299,960.20Amount mentioned is only an example
CurrencyREnter the currency in which the bill is presented by vendor, if not entered by user system will default the document currency from purchase order
INR
Calculate taxCheck box calculate taxOCheck this tick box, system will calculate tax amount
Tax codeRSelect the tax code from drop down list
V1
Bus.place/sectnBusiness place or section codeREnter section code if Tax deduction for source is active for this vendorLeave blank for this process
TextTextOEnter text if required for reference
Payment tabPayment tabRSelect payment details tab
BaselineDtBase line date for payment REnter the base line date for paymentWill be defaulted if payment terms entered in PO
Pmnt termsPayment termsOPayment terms of document, if entered will be defaulted from purchase order
Due onPayment due onOWill be calculated by systemGrayed out
DiscountCash discountOEnter if cash discount is offered by vendor
Hide Header data for getting full screen of items if required.
Purchase order / Schedule Agreement RSelect Purchase order / Schedule Agreement in the reference document category from drop down listDefaulted for user
Purchase order numberREnter the first purchase order number generated above
Goods / service itemsRSelect Goods / Service items in indicator from drop down listDefaulted
LayoutLayout of invoice verificationRSelect All information from drop down list
Choose Enter
4. Choose Enter to complete the document feeding part.
5. To check the document credit and debit is balanced on the top right corner of your screen a traffic light is displayed. Beside that Balance of the document is displayed.
Ensure that the Balance is ZERO before posting the document and the traffic light is green or yellow color.
6. If you want to see the accounting postings in simulation mode, Choose Simulation on middle of fourth row of your screen.
7. Choose Save / Post, for posting the document.
1.13.3 Result
Logistics Invoice verification document is posted.1.13.4 Example
Document no. 5105600102 created1.14 Returning Delivery
1.14.1 Use
A material has been received and it needs to be returned for various reasons (i.e. poor quality, incomplete, damaged). The user can use this transaction to return the material to the vendor via the original GR document.
This transaction itself is an independent transaction and it is not mandatory in J81 process. This Return Delivery transaction is used only when material is rejected and needs to be returned to vendor.
If material is rejected by using QM process there is no need to this transaction. This transaction can be used only without QM process materials.
This transaction is used basically when purchased material is needs to be sent back to vendor because of various reasons like poor quality, incomplete items, damaged etc.
Bore proceeding with return delivery to vendor please ensure that sufficient stock is available in storage location and if batch managed in particular batch stocks also. Other wise system will give error message.
Before doing Return Delivery to vendor, check if you have already done Invoice Verification to that Goods Receipt. If you have already done invoice verification please raise Credit Memo to the extent of Returns quantity and then proceed with this process. Other wise system will give an error message.
How to create Credit Memo transaction is explained in the chapter mentioned 1.17 below.
1.14.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Inventory Management ( Goods Movement ( Goods Receipt ( For Purchase Order ( PO Number Known
Transaction codeMIGO
2. Select Return Delivery from drop down list to make Return Delivery to vendor.
3. On the Return Delivery Material Document screen, make the following entries:
Field nameDescriptionR/O/CUser action and valuesComment
Return DeliveryReturn DeliveryRYou have already selected in above step 2
Material DocumentMaterial Document numberRSelect from drop down list
5000000189
Enter the material document number which you have made at the time of Goods Receipt for purchase order
Enter
Document DateDocument DateREnter document date
Delivery Notein HeaderODelivery Number. Will be defaulted if you have already entered in original document
Posting DatePosting dateREnter posting date
Bill of ladingBill of ladingOEnter bill of lading.
Header textHeader textOEnter header text
Via DeliveryVia DeliveryRTick the check box
Close Header Detail data to enlarge the Detail data.
Select Material tab at Detailed Data.
Material Material tabRDefaulted from Purchase OrderGrayed out
Select Quantity tab in Detail data.
Qty in unit of entryQuantity in unit of entryREnter the quantity you want to return to vendor. As a default system will give original Goods Receipt quantity
5000You can not return more than what you have in stock
Qty in delivery noteQuantity in delivery noteOEnter the quantity
100000
Select Where tab in Detail data.
Movement typeMovement typeRDefaulted by the system with 122 movement
Stock typeStock typeREnter stock type from drop down list
PlantPlantRDefaulted from original Goods Receipt
1000Grayed out
Storage locationStorage locationREnter the store location from which you want to return to vendor
Goods RecipientGoods RecipientOEnter the name of person who received goods
Unloading pointUnloading pointO
Reason for MovementReason for MovementRSelect from the drop down list the reason for this movement of material
0001
TextTextOEnter the text if required
Select Purchase Order tab in Detail data.
Purchase OrderPurchase OrderRDefaulted from header data Grayed out
Del. completed ind.Delivery completion indicatorRDefaulted from purchase order
Select Partner tab in Detail data.
VendorVendor nameOGrayed out
Select Batch tab in Detail data.
This tab will come only if material is managed in batches.
Proceed with the following steps if material is batch managed only.
BatchBatch numberREnter batch number if externally maintained by you or system will allocate batch number
Vendor batchVendor batch OEnter vendor batch number for reference
Field nameDescriptionR/O/CUser action and valuesComment
Select Create Excise InvoiceSelect Create Excise InvoiceRChoose Create Excise Invoice from drop down listSelect from drop down list
Excise GroupExcise GroupRDefaulted by the system
Series GroupExcise Series groupRDefaulted by the system
Removal timeRemoval time of goodsRSystem defaults current time, change if required
BEDBasic Excise DutyRDefaulted from purchase orderGrayed out
AEDAdditional Excise DutyRDefaulted form purchase orderGrayed out
SEDSpecial Excise DutyRDefaulted from purchase orderGrayed out
Close Header Detail data to enlarge the Detail data.
Select Excise Item tab at Detailed Data (at the last).
Chapter IDChapter ID of materialRDefaulted by the system
No action required
EI QuantityExcise Invoice QuantityRDefaulted by the system from return delivery document
2
Base ValueBase value of materialRDefaulted by the system
BEDBasic Excise DutyRDefaulted by the system
Goods Issue IndicatorGoods Issue IndicatorRSelect from drop down list
IPD for this process
Please cross check the BED, AED, SED, NCCD and ECS amount of item as per the Vendor Excise Invoice, legally you cannot avail more than what mentioned in Vendor Excise Invoice. All other information is defaulted by the system. Hence, no action required by the user.
4. Choose Check at the top of screen.
5. Choose Post to post the document.
1.14.3 Result
Return Delivery document created
1.14.4 Example
Return Delivery Document No. 50000000011 created.
Note: Excise Invoice for Return delivery also will be generated in the back ground for this transaction
1.15 Excise Invoice Other Movements
1.15.1 Procedure
1. Access the activity choosing one of the following navigation options:
SAP CIN R/3
User menuIndirect taxes Sales / Outbound Movements Excise Invoice For Other Movements Excise Invoice for Other Movements
Transaction CodeJ1IS
2. On the Excise Invoice Other Movements Main Menu screen, make the following entries:
3. Choose Display Excise Invoice icon to start the transaction
Field nameDescriptionR/O/CUser action and valuesComment
Reference
Doc NumberDocument NumberREnter the return delivery document number which you have created in above step
0000000126
Doc YearDocument yearREnter the year of document created
Example: 2006
Enter
1.15.2 Result
Excise invoice generated is displayed.
1.15.3 Example
Excise invoice 0000000014 generated and displayed.
1.16 Posting and Printing the Excise Invoice
1.16.1 Use
Excise Invoice has to be printed and sent along with the material. This is legal requirement in India.
1.16.2 Prerequisites
Excise Invoice Document is generated and posted.
1.16.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP CIN R/3
User menuIndirect taxes ( Sales / Outbound Movements ( Excise Invoice ( For Other Movements ( Post and Print
Transaction codeJ1IV
2. On the SAP screen, make the following entries:
3. If the document is not posted in step mentioned above, Choose Release to Accounting to post Financial Accounting document.
This transaction is used to just printing of excise invoice.
4. Follow the steps mentioned below for taking print of Excise Invoice.
Field nameDescriptionR/O/CUser action and valuesComment
Excise internal reference
Select internal excise invoice number from drop down list, you can find it with reference to the Excise Invoice number generated in above step 1100400070 for example with the combination of Excise Group 10 and vendor code 10006.
Document No.Document NumberREnter the Excise Invoice Document Number generated in above step
For example: 127
Document yearDocument YearREnter the document year
2006
5. To take printout, select Goto from the top main menu and select Print Document from the list. Or Choose Control + P to get the access of Excise Invoice Printing screen.
6. Choose Execute icon to get list of excise invoice ready to be printed.
7. From the list select the excise invoice number by choosing the check box left side of number.
8. To take printout on printer Choose the Printer icon or Choose F8.
9. To display excise invoice on screen Choose Display icon or Choose F9.
10. System will give popup asking for pre-printed invoice serial number, Enter pre-printed excise invoice number. In this process Choose 99 for testing purpose (since it is not expected to have pre-printed invoice for testing purpose).
11. Select printer from the drop down list. Check box for Print Immediately and New spool request.
12. Choose Print Preview or Print icons to display on screen or to print on printer mentioned above.
13. If printer is connected system will print the document on printer.
1.16.4 Result
Excise Invoice is printed.1.17 Credit Memo
1.17.1 Use
In this process of Logistics Invoice Verification a credit memo is generated on vendor. Please be careful that during the total process after making logistics invoice verification you have made return delivery to vendor. To recover that money you need to do this credit memo transaction.1.17.2 Prerequisites
Logistic Invoice Verification is already made
1.17.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Logistics invoice Verification ( Document Entry ( Enter Invoice
Transaction codeMIRO
2. If you are opening for the first time this transaction, system will ask for Company Code, please give 1000 to go in side the transaction.
3. On the Enter Incoming Invoice: Company Code 1000 screen, make the following entries:
Field nameDescriptionR/O/CUser action and valuesComment
TransactionCredit memoRSelect Credit memo from drop down list
Header DataHeader data of Invoice RDefaulted by system
Basic tabBasic information tabRSelect basic information tab to give initial information
Invoice DateInvoice DateREnter the Vendor invoice date
ReferenceInvoice referenceOEnter the vendor invoice reference
Posting datePosting DateREnter the posting date of documentSystem will give current date as default
AmountCredit memo AmountREnter invoice (credit memo) gross amount including taxes and duties
CurrencyREnter the currency in which the bill is presented by vendor, if not entered by user system will default the document currency from purchase order
Calculate taxCheck box calculate taxOCheck this tick box, system will calculate tax amount
Tax codeRSelect the tax code from drop down list
Bus.place/sectnBusiness place or section codeREnter section code if Tax deduction for source is active for this vendorLeave blank for this process
TextTextOEnter text if required for reference
Payment tabPayment tabRSelect payment details tab
BaselineDtBase line date for payment REnter the base line date for paymentWill be defaulted if payment terms entered in PO
Pmnt termsPayment termsOPayment terms of document, if entered will be defaulted from purchase order
Due onPayment due onOWill be calculated by systemGrayed out
DiscountCash discountOEnter if cash discount is offered by vendor
Hide Header data for getting full screen of items if required.
Purchase order / Schedule Agreement RSelect Purchase order / Schedule Agreement in the reference document category from drop down listDefaulted for user
Purchase order numberREnter the purchase order number
Goods / service itemsRSelect Goods / Service items in indicator from drop down listDefaulted
LayoutLayout of invoice verificationRSelect All information from drop down list
Choose Enter
4. Choose Enter to complete the document feeding part.
5. To check the document credit and debit is balanced on the top right corner of your screen a traffic light is displayed. Beside that Balance of the document is displayed.
Ensure that the Balance is ZERO before posting the document and the traffic light is green or yellow color.
6. If you want to see the accounting postings in simulation mode, Choose Simulation on middle of fourth row of your screen.
7. Choose Save posting the document.
1.17.4 Result
Logistics Invoice verification document is posted.
1.17.5 Example
Document no. 5105600791 created
1.18 Reversals / Cancellation of Invoice or Credit Memo
1.18.1 Use
Invoice documents in Invoice Verification are either invoices or credit memos. These documents can be cancelled. There are two different cases:
If an invoice is cancelled, the system automatically creates a credit memo.
If a credit memo is cancelled, the system automatically creates an invoice.
The system takes the amount and quantity for the credit memo or invoice from the invoice or credit memo to be cancelled, thus avoiding any differences between the invoice and the credit memo or the credit memo and the invoice.
1.18.2 Prerequisites
An invoice document can only be cancelled if:
it was posted in Logistics Invoice Verification
It has not already been cancelled
It is not a cancellation document for another document
When you cancel documents in Logistics Invoice Verification, the document line items are not automatically cleared in Financial Accounting. We recommend that you periodically clear such items (using daily background jobs, for example).
1.18.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Logistics invoice Verification ( Further Processing ( Cancel Invoice Document
Transaction codeMR8M
2. The initial screen for reversal appears.
3. In the fields Invoice doc. number and Fiscal year, enter the data for the invoice document you want to cancel.
4. In the Reversal reason field, select the reason for cancelling the invoice. This allows you to differentiate between different types of cancellations.
5. You can display the document to check. Choose Display document to do this. You can look at the items of the document to be cancelled. Return to the initial screen by choosing Back.
6. Choose Invoice document and reverse or Press Ctrl+S or .
1.18.4 Result
Document Reversed and Clear FI Documents Manually.
1.18.5 Example
Document Reversed with no. 5105600114.
1.19 Reversals / Cancellation of Goods Receipt (GR)
1.19.1 Use
When any data entered incorrect during GR posting it has to be reversed. To do the cancellation of GR, all the follow on documents should be reversed.
1.19.2 Prerequisites
A GR can only be cancelled if:
Invoice Verification posted if any should be reversed.
1.19.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Inventory Management ( Goods Movement ( Goods Receipt ( For Purchase Order ( PO Number Known
Transaction codeMIGO
2. Choose Cancellation and enter the respective Material Document No. (GR No.)
3. Press enter so that all the data will be captured automatically by the system. If any comment is there to mention it can be mentioned in the Head Text and Text which is available at the Item level.
4. Press Enter to continue and check all the details
5. Select the Check box Item OK, after entering all the data.
You will get Excise Invoice tab at Header Data and Item Details.6. Choose Check at the top of screen.
7. Press Ctrl+S or to post the document
1.19.4 Result
Material document posted, please note the document number.1.19.5 Example
Material document 5000000020 posted
1.20 Reversing CENVAT Postings
1.20.1 Purpose
When the Material Document is cancelled the CENVAT Posting should also be reversed or cancelled.
1.20.2 Prerequisites
Material Document (GR) should be reversed.
1.20.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuCountry India User Menu ( Indirect Taxes ( Procurement ( Excise Invoice ( Incoming Excise Invoice ( Central Processing ( Capture / Change / Cancel / Display / Post
Transaction codeJ1IEX
2. Select Post CENVAT.3. Select Vendor Excise Invoice.
4. Enter the excise invoice number.
5. Press Enter to continue
6. ChooseSimulate CENVAT
7. A dialog box appears, showing which postings the system will make to reverse the CENVAT.
8. Choose Post CENVAT.
1.20.4 Result
CENVAT Posting Reversed.
1.20.5 Example
CENVAT Posting Reversed with document no. 0000000008.
1.21 Canceling Excise Invoices
1.21.1 Purpose
When the Material Document is cancelled the CENVAT Posting should also be reversed or cancelled.
1.21.2 Prerequisites
Material Document (GR) should be reversed.
CENVAT Posting should be Reversed.
1.21.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuCountry India User Menu ( Indirect Taxes ( Procurement ( Excise Invoice ( Incoming Excise Invoice ( Central Processing ( Capture / Change / Cancel / Display / Post
Transaction codeJ1IEX
2. Select Cancel.3. Select Vendor Excise Invoice.
4. Enter the excise invoice number.
5. Enter the Rejection Code.
6. Save the excise invoice.
7. Press Yes to Cancel the Excise Invoice.
1.21.4 Result
Excise Invoice has been successfully cancelled.
1.21.5 Example
Excise Invoice 0000000008 / 2008 ( 1234 ) has been successfully cancelled.
2 Procurement of Imported Materials Business Process Procedure
2.1 Procurement of Imported Materials
2.1.1 Purpose
This process Procurement of Imported Materials shows you how to handle the Countervailing duty (CVD) on imports, which is levied in place of excise duty. Unlike other forms of customs duties, such as basic customs duty or special customs duty, you can credit CVD paid on imports to your CENVAT account.
Prerequisites
The following scenario specific master data must be created for operation of this building block and subsequent dependent building blocks.
Material Master record
(Refer User Manual Procurement of Stock Materials (Domestic) Vendor Master record
Ensure that GR based IV is not selected in Purchasing Data.(Refer User Manual Procurement of Stock Materials (Domestic) CIN Master Data
(Refer User Manual Procurement of Stock Materials (Domestic)2.2 Creating Purchase Order
2.2.1 Use
A purchase order is a legal document used to record an individual purchase with the vendor. It also provides the vendor with a reference document to link to goods receipt and invoice verification processes. The purchase order is a commitment to a vendor for a given material, in a specified quantity at a predetermined price and delivery date.
2.2.2 Prerequisites
Before starting the process, please ensure the following information:
Commissioner of Customs is created as domestic vendor, for example: vendor code 600000 - RBI Commissioner in this process.
In master record of main imported vendor GR-based invoice verification tick should not be there on Purchasing Data screen of vendor master. And Schema group, Vendor is filled with schema group ZI. For example vendor code 200000 in this process.
These are basic master data changes with respect to this process only.
For all purchase order a release procedure is applied.
2.2.3 Procedure
4. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Purchasing ( Purchase Order ( Create(Vendor/Supplying Plant Known
Transaction codeME21N
5. On the Create Purchase Order screen, make the following entries:
6. For Basic Customs Duty(JCDB),CVD(JCV1),Addition Customs Duty(JADC),E-cess on CVD(JECV)
E-Cess (JEDB)
.
7. To change the vendor for condition type select JCDB condition type and Choose on Condition detail icon located at left bottom side of your screen.
8. System will take to new Item Conditions Detail: screen. In this screen at right bottom of screen you can find the vendor code 60000 the main imported vendor is defaulted here. You have to replace this vendor code with respective vendors and Choose enter and green arrow to come back (F3) to condition tab of purchase order.
9. Repeat the same for other condition types such as JCV1, JECV, JADC, and JEDB etc.
10. Purchase Order may be posted by Choosing on the Save icon.
2.2.4 Result
A message will be displayed stating that the purchase order was saved, with the purchase order number, please note the purchase order number.
2.2.5 Example
Standard PO created under the number 3100000000.
2.3 Release Purchase Order
2.3.1 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Purchasing ( Purchase Order( Release (Individual Release
Transaction codeME29N
2.4 Message Output
2.4.1 Use
A Purchase Order needs to be printed for transmitting to vendor.
2.4.2 Procedure
8. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Purchasing ( Purchase Order ( Messages ( Print/Transmit
Transaction codeME9F
9. On the Message Output screen, make the following entries
10. Choose to Execute.11. On screen Message Output select the appropriate Document number and perform the following:
Choose Output Message and/or
Choose Display Message and/or
Choose Message Detail and/or
Choose Trial Printout.
2.5 CAPTURING BILL OF ENTRY
2.5.1 Use
In this process of Logistics Invoice Verification all the Incoming Invoices are verified in terms of their content, prices and arithmetic. When the invoice is posted, the invoice data is saved in the system. The system updates the data saved in the invoice documents in Materials Management and Financial Accounting.
2.5.2 Procedure
7. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Logistics invoice Verification ( Document Entry ( Enter Invoice
Transaction codeMIRO
8. If you are opening for the first time this transaction, system will ask for Company Code, please give 1000 to go in side the transaction.
9. On the Enter Incoming Invoice: Company Code 1000 screen, make the following entries:
Enter the Amounts of the Customs Duties Manually in the Amount Column with referring to PO.
Field nameDescriptionR/O/CUser action and valuesComment
TransactionInvoiceRSelect Invoice from drop down list
Header DataHeader data of Invoice RDefaulted by system
Basic tabBasic information tabRSelect basic information tab to give initial information
Invoice DateInvoice DateREnter the Vendor invoice date
ReferenceInvoice referenceOEnter the vendor invoice reference
For Example
USERMANUAL
Posting datePosting DateREnter the posting date of documentSystem will give current date as default
AmountInvoice AmountREnter invoice gross amount including taxes and duties
39.80Amount mentioned is only an example
CurrencyREnter the currency in which the bill is presented by vendor, if not entered by user system will default the document currency from purchase order
USD
Calculate taxCheck box calculate taxOCheck this tick box, system will calculate tax amount
Tax codeRSelect the tax code from drop down list
V0
Bus.place/sectnBusiness place or section codeREnter section code if Tax deduction for source is active for this vendorLeave blank for this process
TextTextOEnter text if required for reference
Payment tabPayment tabRSelect payment details tab
BaselineDtBase line date for payment REnter the base line date for paymentWill be defaulted if payment terms entered in PO
Pmnt termsPayment termsOPayment terms of document, if entered will be defaulted from purchase order
Due onPayment due onOWill be calculated by systemGrayed out
DiscountCash discountOEnter if cash discount is offered by vendor
Purchase order / Schedule Agreement RSelect Purchase order / Schedule Agreement in the reference document category from drop down listDefaulted for user
Purchase order numberREnter the first purchase order number generated above
Planned Delivery CostsRSelect Planned Delivery Costs in indicator from drop down list
LayoutLayout of invoice verificationRSelect All information from drop down list
Choose Enter
10. Choose Enter to complete the document feeding part.
11. To check the document credit and debit is balanced on the top right corner of your screen a traffic light is displayed. Beside that Balance of the document is displayed.
Ensure that the Balance is ZERO before posting the document and the traffic light is green or yellow color.
12. If you want to see the accounting postings in simulation mode, Choose Simulation on middle of fourth row of your screen.
13. Choose Display Currency which will lead to small pop-up window having the company code currency and Document Currency, position the cursor on the INR to convert to Document Currency and press the details button.
8. Choose Save / Post, for posting the document.
2.5.3 Result
Logistics Invoice verification document is posted.2.5.4 Example
Document no. 5105600121created2.6 Goods Receipt for Imported Purchase Order
2.6.1 Use
Goods are received from the Vendor as a result of a Purchase Order at the receiving plant. A goods movement is entered into the system referencing this PO and a goods receipt material document is posted. Appropriate general ledger accounts are also posted and stocks are updated.
2.6.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Inventory Management ( Goods Movement ( Goods Receipt ( For Purchase Order ( PO Number Known
Transaction codeMIGO
2. On the Goods Receipt Purchase Order screen, make the following entries:
Field nameDescriptionR/O/CUser action and valuesComment
Goods ReceiptGoods ReceiptRSelect from drop down list for action
Inbound DeliveryPurchase OrderREnter the Purchase Order No.generated above
3100000000
Movement Type101
Enter
Since this is imported purchase order and you have already done invoice verification for planned delivery cost. System will give a new popup Excise Invoice item number screen (which is not there in normal other process) asking for Commercial invoice number and year.
Please enter the invoice verification document number which you have done in above 5105600792 and year 2006.
3. Choose Enter where a small pop-up window will prompt to enter the Commercial Invoice No. and Year (i.e., the Invoice Verification posted for Bill of Entry)
4. After pressing Enter system will fetch all the data from the Purchase Order as shown below:
5. System defaults the balance quantity in Purchase Order.
Field nameDescriptionR/O/CUser action and valuesComment
Goods ReceiptGoods ReceiptRSelect from drop down list for action
Inbound DeliveryPurchase OrderRinput the Purchase Order number which generated above
4500000059
Movement Type101
Enter
Document DateDocument DateREnter document date
Delivery Notein HeaderODelivery Number from Vendor
VendorVendorRDefaulted from purchase orderGrayed out
Posting DatePosting dateREnter posting date
Bill of ladingBill of ladingOEnter bill of lading
Header textHeader textOEnter header text
Close Header Detail data to enlarge the Detail data.
Select Material tab at Detailed Data.
Material Material tabRDefaulted from Inbound DeliveryGrayed out
Select Quantity tab in Detail data.
Qty in unit of entryQuantity in unit of entryREnter the quantity you have received from vendor. As a default system will give purchase order quantityQuantity defaulted from Purchase Order
Qty in delivery noteQuantity in delivery noteOEnter the quantity as per vendor delivery challan
Select Where tab in Detail data.
Movement typeMovement typeRDefaulted from header screen
Stock typeStock typeRDefaulted from material master or purchase order
PlantPlantRDefaulted from purchase order
1000
Storage locationStorage locationRDefaulted from Inbound delivery if entered
1010
Goods RecipientGoods RecipientOEnter the name of person who received goods
Unloading pointUnloading pointO
TextTextOEnter the text if required
Select Purchase Order tab in Detail data.
Purchase OrderPurchase OrderRDefaulted from header data Grayed out
Del. completed ind.Delivery completion indicatorODefaulted by system if PO Qty = GR Qty
Select Partner tab in Detail data.
VendorVendor nameOGrayed out
For this material batch management is not active. Just for reference purpose the following data is given.
Select Batch tab in Detail data.
This tab will come only if material is managed in batches.
Proceed with the following steps if material is batch managed only.
BatchBatch numberREnter batch number as date for batch managed materials
Vendor batchVendor batch OEnter vendor batch number for reference
7. Select the Check box Item OK, after entering all the data.
You will get Excise Invoice tab at Header Data for capturing vendor excise invoice details and for posting Part I and Part II.
8. On the Excise Invoice tab at Header Data make the following entries.
Field nameDescriptionR/O/CUser action and valuesComment
Capture & Post Excise invoiceCapture & Post Excise Invoice on Excise ActionRChoose Capture & Post Excise Invoice from drop down listDefaulted
Excise GroupExcise GroupRDefaulted by the system
Excise InvoiceExcise invoiceREnter the vendor Excise Invoice number
For example:
4500000059
Excise Inv. DateExcise Invoice DateREnter the excise invoice date of vendor
BEDBasic Excise DutyRDefaulted from purchase orderGrayed out
AEDAdditional Excise DutyRDefaulted form purchase orderGrayed out
SEDSpecial Excise DutyRDefaulted from purchase orderGrayed out
NCCDNCCDRDefaulted from purchase orderGrayed out
ECSEducation CessRDefaulted from purchase orderGrayed out
Close Header Detail data to enlarge the Detail data.
Select Excise Item tab at Detailed Data (at the last).
Chapter IDChapter ID of materialRDefaulted by the system
No action required
EI QuantityExcise Invoice QuantityRDefaulted by the system from Goods Receipt quantity
Base ValueBase value of materialRDefaulted by the system
BEDBasic Excise DutyRDefaulted by the system
AEDAdditional Excise DutyODefaulted by the system
NCCDNCCDODefaulted by the system
SEDSpecial Excise DutyODefaulted by the system
ECSEducation CessODefaulted by the system
Please cross check the BED, ECS (CVD in this case) amount of item as per the bill of lading, legally you can not avail more than what mentioned in Vendor Excise Invoice.
In case of imported purchase order in normal case system will default CVD and ECess (invoice verification made on commissioner of customs) amount as BED and ECS i.e. CENVAT amount.
12. Choose Check at the top of screen.
13. Choose Post to post the document.
2.6.3 Result
Material document posted.
2.6.4 Example
Material document 5000000021 postedYou can see account posting here
2.7 Logistics Invoice Verification for the Materials
2.7.1 Use
In this process of Logistics Invoice Verification all the Incoming Invoices are verified in terms of their content, prices and arithmetic. When the invoice is posted, the invoice data is saved in the system. The system updates the data saved in the invoice documents in Materials Management and Financial Accounting.
2.7.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Logistics invoice Verification ( Document Entry ( Enter Invoice
Transaction codeMIRO
2. If you are opening for the first time this transaction, system will ask for Company Code, please give 1000 to go in side the transaction.
3. On the Enter Incoming Invoice: Company Code 1000 screen, make the following entries:
Field nameDescriptionR/O/CUser action and valuesComment
TransactionInvoiceRSelect Invoice from drop down list
Header DataHeader data of Invoice RDefaulted by system
Basic tabBasic information tabRSelect basic information tab to give initial information
Invoice DateInvoice DateREnter the Vendor invoice date
ReferenceInvoice referenceOEnter the vendor invoice reference
For Example
1000
Posting datePosting DateREnter the posting date of documentSystem will give current date as default
AmountInvoice AmountREnter invoice gross amount including taxes and duties
100Amount mentioned is only an example
CurrencyREnter the currency in which the bill is presented by vendor, if not entered by user system will default the document currency from purchase order
USD
Calculate taxCheck box calculate taxOCheck this tick box, system will calculate tax amount
Tax codeRSelect the tax code from drop down list
V0
Bus.place/sectnBusiness place or section codeREnter section code if Tax deduction for source is active for this vendorLeave blank for this process
TextTextOEnter text if required for reference
Payment tabPayment tabRSelect payment details tab
BaselineDtBase line date for payment REnter the base line date for paymentWill be defaulted if payment terms entered in PO
Pmnt termsPayment termsOPayment terms of document, if entered will be defaulted from purchase order
Due onPayment due onOWill be calculated by systemGrayed out
DiscountCash discountOEnter if cash discount is offered by vendor
Hide Header data for getting full screen of items if required.
Purchase order / Schedule Agreement RSelect Purchase order / Schedule Agreement in the reference document category from drop down listDefaulted for user
Purchase order numberREnter the first purchase order number generated above
Goods / service itemsRSelect Goods / Service items in indicator from drop down listDefaulted
LayoutLayout of invoice verificationRSelect All information from drop down list
Choose Enter
4. Choose Enter to complete the document feeding part.
5. To check the document credit and debit is balanced on the top right corner of your screen a traffic light is displayed. Beside that Balance of the document is displayed.
Ensure that the Balance is ZERO before posting the document and the traffic light is green or yellow color.
6. If you want to see the accounting postings in simulation mode, Choose Simulation on middle of fourth row of your screen.
7. Choose Display Currency which will lead to small pop-up window having the company code currency and Document Currency, position the cursor on the INR to convert to Document Currency and press the details button.
9. Choose Save / Post, for posting the document.
2.7.3 Result
Logistics Invoice verification document is posted.2.7.4 Example
Document no. 5105600122 created3 Procurement of Subcontracting Materials Business Process Procedure
3.1 Procurement of Subcontracting Materials
3.1.1 Purpose
In Indian subcontracting process when you issue materials to a subcontractor, you need to keep track of what materials you have issued and when they have to be returned by subcontractor. The reason for this close monitoring has to do with Indian tax law. Under excise law 57AC, when you send materials to a subcontractor for processing, you are not required to pay any excise duty, even though the materials have left your premises. However, if the materials have not been returned to you within 180 days specified by the law, you will have to reverse any excise credit that you posted when you have purchased the materials. When you send material out of your factory premises you need to send with 57F4 Challan. In this process you are going to do the same.
3.1.2 Prerequisites
The following scenario specific master data must be created for operation of this building block and subsequent dependent building blocks.
Material Master record (Refer User Manual Procurement of Stock Materials (Domestic)) Vendor Master record (Refer User Manual Procurement of Stock Materials (Domestic)) Purchasing Info Record (Optional)
Ensure that Sub-Contracting as Info Category.
(Refer User Manual Procurement of Stock Materials (Domestic)) CIN Master Data (Refer User Manual Procurement of Stock Materials (Domestic)) Chapter IDs
Material ID and chapter ID combination (Ensure Sub-Contract check box is selected for the Materials that provided to vendor) CENVAT Determination
Vendor Excise Details
Excise Indicator for Plants
Excise Indicator for Plant and Vendor
Excise Tax Rates
3.2 Creation of Subcontracting Purchase Order
3.2.1 Use
A purchase order is a legal document used to record an individual purchase with the vendor. It also provides the vendor with a reference document to link to goods receipt and invoice verification processes. The purchase order is a commitment to a vendor for a given subcontracting activity, in a specified quantity at a predetermined price and delivery date.
3.2.2 Prerequisites
Components stock should be available for providing to subcontracting vendor.
3.2.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Purchasing ( Purchase Order ( Create(Vendor/Supplying Plant Known
Transaction codeME21N
2. On the Create Purchase Order screen, make the following entries:
After filling the above data, choose on Material Data tab at item Details screen. There you will find a new icon called Components, you have to choose on that icon to give the components list which you are likely to transfer post to vendors and give the flowing inputs.
3. Click on the Components or Explode BOM and enter the materials that had to be sent:
4. Choose on Green Arrow or F3 to come back to main purchase order screen.
5. Ensure appropriate tax code have been entered for both the line items (V0 Nil Tax for Sub-Contracting Item)
6. The Purchase Order may be posted by choosing on the Save icon.
3.2.4 Result
A message will be displayed stating that the purchase order was saved, with the purchase order number.
3.2.5 Example
Standard PO created under the number 24000000003.3 Message Output
3.3.1 Use
A Purchase Order needs to be printed for transmitting to vendor.
3.3.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Purchasing ( Purchase Order ( Messages ( Print/Transmit
Transaction codeME9F
2. On the Message Output screen, make the following entries
3. Choose to Execute.4. On screen Message Output select the appropriate Document number and perform the following:
Choose Output Message and/or
Choose Display Message and/or
Choose Message Detail and/or
Choose Trial Printout.
3.4 Transfer of Components to Subcontractor
3.4.1 Use
The Nature of subcontracting purchase order is that company will provide components to subcontractor. This process describes how to transfer post materials to subcontractor.
3.4.2 Prerequisites
Sufficient stocks of components should be available for making transfer posting.
3.4.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Inventory Management ( Goods Movement ( Transfer posting
Transaction codeMB1B
2. On the Enter Transfer Posting: Initial Screen, make the following entries:
Field nameDescriptionR/O/CUser action and valuesComment
Document DateDocument DateRInput date
Posting DatePosting DateRInput date
Movement TypeMovement TypeR541
PlantPlantR1000
Storage LocationStorage locationR1010
3. Choose on To Purchase Order icon on the top of the screen or choose F9 on key board. System will give new popup screen asking for purchase order number. Give the 45000000## purchase order number and choose enter to continue.
4. System will display components from purchase order with quantities
5. Choose only the Material that you are sending and enter the Storage Location from which it has to be issued.
6. Choose on Adopt + Details icon or F6.
7. Choose Enter if required the quantity of components can be changed.
8. Choose Save icon or Control + S to post the document.
3.4.4 Result
A message will be displayed stating that the document posted.
3.4.5 Example
Material document 4900000039 posted.
3.5 Creation of Subcontracting Challan
3.5.1 Use
It is statutory requirement to send the components to subcontractor with 57F4 Challan.
3.5.2 Prerequisites
Select the Sub-Contracting Material in Material and Chapter ID Combination of the Excise Master (J1ID) for the sending Material.
Ensure that the details of the receiving Material maintained in the Excise Master (J1ID).
CENVAT Determination of the Excise Master (J1ID) Maintained for the both sending and receiving Material.
Ensure that the Assessable value for the sending material is maintained in the Excise Master (J1ID)
3.5.3 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP User menu
CIN MenuIndirect Taxes ( Procurement ( Subcontracting ( Subcontracting Challans ( Create
Transaction codeJ1IF01
2. On the Subcontracting Challan - Create, make the following entries:
Field nameDescriptionR/O/CUser action and valuesComment
Material Doc.Material document numberR4900000039
Mat. Doc. YearMaterial document yearR2006Appropriate
Excise GroupExcise GroupR10Appropriate
Series GroupSeries GroupRW3Appropriate
3. Choose Enter to continue, system will take new Subcontracting Challan Create screen, make the following entries:
Field nameDescriptionR/O/CUser action and valuesComment
Select Posting tab
Posting date & timePosting date and timeRInput date and time of material removal
Print Immediately Print ImmediatelyOCheck this box if you want challan printout immediately.
Select Overview Tab
Preprinted noPreprinted numberOEnter pre-printed number if you have
4. Save challan by choosing on Save icon or Control + S.
3.5.4 Result
A message will be displayed stating that the document posted.
3.5.5 Example
Subcontracting Challan 000010001 2008; Series Group B1 successfully created.
3.6 Printing of Subcontracting Challan
3.6.1 Use
It is statutory requirement to send the components to subcontractor with 57F4 Challan.
3.6.2 Procedure
Access the transaction choosing one of the following navigation options:
SAP User menu
CIN MenuIndirect Taxes ( Procurement ( Subcontracting ( Subcontracting Challans ( Change
Transaction codeJ1IF11
Press Save Icon
Press Enter
Click the Icon to be the Print Preview of the Challan
Execute the Print to Get Print Out.
3.7 Goods Receipt for Purchase Order
3.7.1 Use
Normally Goods are received from the Vendor as a result of a Purchase Order at the receiving plant
3.7.2 Prerequisites
Purchase Order
3.7.3 Procedure
9. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Inventory Management ( Goods Movement ( Goods Receipt ( For Purchase Order ( PO Number Known
Transaction codeMIGO
10. On the Goods Receipt Purchase Order screen, make the following entries:
11. After pressing Enter system will fetch all the data from the Purchase Order as shown below:
12. First do the posting for the Sub-Contracting Material.
13. System defaults the balance quantity in PO, change the quantity to the received quantity if it is different from defaulted quantity:
14. Ensure that the Movement Type is 101.
Field nameDescriptionR/O/CUser action and valuesComment
Goods ReceiptGoods ReceiptRSelect from drop down list for action
Purchase OrderPurchase OrderRinput the PO number which generated above
4500000054
Movement Type101
Enter
Document DateDocument DateREnter document date
Delivery Notein HeaderODelivery Number from Vendor
VendorVendorRDefaulted from purchase orderGrayed out
Posting DatePosting dateREnter posting date
Bill of ladingBill of ladingOEnter bill of lading
Header textHeader textOEnter header text
Close Header Detail data to enlarge the Detail data.
Select Material tab at Detailed Data.
Material Material tabRDefaulted from Purchase OrderGrayed out
Select Quantity tab in Detail data.
Qty in unit of entryQuantity in unit of entryREnter the quantity you have received from vendor. As a default system will give purchase order quantityQuantity defaulted from Purchase Order
Qty in delivery noteQuantity in delivery noteOEnter the quantity as per vendor delivery challan
Select Where tab in Detail data.
Movement typeMovement typeRDefaulted from header screen
Stock typeStock typeRDefaulted from material master or purchase order
PlantPlantRDefaulted from purchase order
1000
Goods RecipientGoods RecipientOEnter the name of person who received goods
Unloading pointUnloading pointO
TextTextOEnter the text if required
Select Purchase Order tab in Detail data.
Purchase OrderPurchase OrderRDefaulted from header data Grayed out
Del. completed ind.Delivery completion indicatorODefaulted by system if PO Qty = GR Qty
Select Partner tab in Detail data.
VendorVendor nameOGrayed out
For this material batch management is not active. Just for reference purpose the following data is given.
Select Batch tab in Detail data.
This tab will come only if material is managed in batches.
Proceed with the following steps if material is batch managed only.
BatchBatch numberREnter batch number as date for batch managed materials
Vendor batchVendor batch OEnter vendor batch number for reference
15. Select the Check box Item OK, after entering all the data.
NCCDNCCDODefaulted by the system
SEDSpecial Excise DutyODefaulted by the system
ECSEducation CessODefaulted by the system
Please cross check the BED, AED, SED, NCCD and ECS amount of item as per the Vendor Excise Invoice, legally you cannot avail more than what mentioned in Vendor Excise Invoice. All other information is defaulted by the system. Hence, no action required by the user.
5. Choose Check at the top of screen.
6. Choose Post to post the document.
3.7.4 Result
Material document posted.
3.7.5 Example
Material document 5000000028 posted, You can see accounting Entries
3.8 Reconciling Subcontracting Challan
3.8.1 Use
After making Goods Receipt the GR has to be reconciled with the challan sent to subcontractor.
3.8.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP User menu
CIN MenuIndirect Taxes ( Procurement ( Subcontracting ( Subcontracting Challans ( Reconcile Quantity
Transaction codeJ1IFQ
As we have refered challan During Goods receipt here we are getting following message, If you have not refred challan during Gr following is the Process
2. On the Quantity reconciliation for Subcontracting Challan screen, make the following entriees.
Field nameDescriptionR/O/CUser action and valuesComment
Material DocumentGoods Receipt document numberR5000000344
Mat. Doc. YearYear of documentR2006
YearSubcontacting challan yearR2006
Chalan NoSubcontacting challan NoR000000031
Choose on Reconcile icon or F8 to go reconciliation screen.
3. System will take you to new Quantity reconciliation for Subcontracting Challans.
4. Here on this you can see system display items from Goods Receipt at top and items from challan at bottom of screen.
5. Here you need to allocate the components consumed in GR stage are reconciled with challan to do this, choose on Allocate based on FIFO icon in the middle of screen with calculator icon.
6. Or you can do allocation by entering manually also in respective line items at bottom, where Assigned quantity filed is located in white color.
7. After assignment save the document by choosing Save icon or choose Control + S
3.8.3 Result
Material document was successfully reconciled.
3.8.4 Example
Material Document 5000000028, 2008 was successfully reconciled.
3.9 Completing/Reversal/Re-credit Subcontracting Challan
3.9.1 Use
This transaction is basically used to complete the challan if you have reconciled as stated above step. There may be cases subcontractor may not able to supply within stipulated 180 days limit then in this case also same transaction is used for reversal of challan or re-crediting the amount.
3.9.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP User menu
CIN MenuIndirect Taxes ( Procurement ( Subcontracting ( Subcontracting Challans ( Complete/Reverse/Recredit
Transaction codeJ1IF13
2. On the Subcontracting Challan Complete/Reverse/Recredit screen, make the following entries:
Field nameDescriptionR/O/CUser action and valuesComment
Chalan NoSubcontacting challan NoR0000000031
Excise yearDocument yearR2006
3. Choose enter to go to inside the challan document.
4. Select the radio button Complete Challan and.
5. Save the document by choosing Save icon or choose Control + S.
3.9.3 Result
Subcontracting challan successfully completed.
3.9.4 Example
Subcontracting Challan 0000001 2008; Series Group B1 successfully completed.
3.10 Logistics Invoice Verification for Subcontracting Material
3.10.1 Use
In this process of Logistics Invoice Verification all the Incoming Invoices are verified in terms of their content, prices and arithmetic. When the invoice is posted, the invoice data is saved in the system. The system updates the data saved in the invoice documents in Materials Management and Financial Accounting.
3.10.2 Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menuLogistics ( Materials Management ( Logistics invoice Verification ( Document Entry ( Enter Invoice
Transaction codeMIRO
2. If you are opening for the first time this transaction, system will ask for Company Code, please give 1000 to go in side the transaction.
3. On the Enter Incoming Invoice: Company Code 1000 screen, make the following entries:4. Choose only the Subcontracting material to post the document:
Field nameDescriptionR/O/CUser action and valuesComment
TransactionInvoiceRSelect Invoice from drop down list
Header DataHeader data of Invoice RDefaulted by system
Basic tabBasic information tabRSelect basic information tab to give initial information
Invoice DateInvoice DateREnter the Vendor invoice date
ReferenceInvoice referenceOEnter the vendor invoice reference
For Example
USERMANUAL
Posting datePosting DateREnter the posting date of documentSyste