training manual (bevrage)

Shipping User Guide@ PepsiCo International

SD User role Guide Version No. 1.1 / Dated 16.12.2009

Shipping user guide

Document Control

Document StatisticsType of Information Title Document Revision # Last Date Document was Updated Total Number of Pages Document Filename Document Owner Document Author(s) Document Change Reviewers Document Data SD user Guide Document 1.0 16.12.2009 241 SD Users Guide _ Document Ver 1.1 COE team members Jeetesh and Ravindran Nambiar Anand / Venkata Reddy / Samudra / Kunal Bose

Revision HistoryVersion No Revision Date 30.01.2008 Nature of Change SD user Guide document Date Approved 16.12.200 9 Date Released

1.0

Document ApproversS/N 1 2 3 4 Versio n No. 1.0 1.0 1.0 1.0 Approved BySAP Head Process Owner Supply chain Process Owner Sales Process Owner Finance

NameManoj Kumbhat Ashok Kumar / Shalini Subhasis / Vineet Jain Sanjay Kumar / Ranbir Mitra

Email

Process Documents Master ListS/ N Referen ce No. Document Name Effective Date

PepsiCo ConfidentialLast Revised: 05/02/12 23:46

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Shipping user guide

How to use this book?

This book is intended to be a process guide for COPC (Central Order processing cell), Sales Accounting Team, Finance, Shipping, Supply chain , Planning , Production team and all the functions who are directly or indirectly involved in Warehouse Processs. While the primary process is around sales, freight other processes around inventory management are also included. The processes are mainly applicable to indirect warehouses where transactions are done on SAP. Interface with SAP for direct warehouse is covered as a variant/ sub-process. Section A: Introduction consists of SAP Logon this gives details of how to logon to SAP. It also includes a quick reference to some commonly used SAP icons. Key warehouses process transactions codes and references. This section also has an overview of the standard sales processes. This includes Business Process Description: containing flow chart of Sales Process start with the Order, Delivery and Billing, etc. Section B: - Gives the details of the standard Sales process in SAP from Sales order to Collection. Section C: - This section explains how to handle the variants in the Sales process there are 5 sales process variants, interface with ASDOS for direct warehouses and 2 processes around return and cancellation. Section D: - This section explains processes around inventory management in the warehouses. This includes receipt, despatches and physical verification of Inventory process. Section E: - Appendix this section contains explanation to some important interface developed for Direct warehouse upload file. Section F: - List of Standard FAQs this section explains the commonly asked Questions and solutions. It also includes a question paper to help you self assess yourself on SAP knowledge.


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CONTENTSSections1 2 3 4 5 A 6 7

SNSAP Log on

Description

Page Number6 7 9 10 11 12 13

Commonly used SAP icons Transaction and Authorizations Reports and Authorizations Sales Order Type used and Abbreviations Sales Pricing and commonly used Terms Process Chart Distributor Sales Processing Process chart Order to collection Process Chart Distributor Sales Processing Order Capturing Process flow ( COPC ) Process Chart Distributor Sales Processing Delivery and Billing Process flow Process Chart Distributor Sales Processing Collection Process flow Recording of Sales Order in SAP Release the Distributor sales Order Create Distributor sales Delivery Picking Create Shipment Document & Auto PGI Create Shipment Cost Document Create Billing Document Print the Billing Document Create the Excise Document Print Excise Invoice Gate Out Entry at the Plant Security Gate Print ERV -1 Document Collection process

8

14

9

15

10

16

1 2 3 4 5 B 6 7 7 8 9 10 11 12

17 23 25 31 36 49 50 55 57 61 64 67 70


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CONTENTS

Sections

SN1 2 3

DescriptionFree sampling and Home consumption sale Direct warehouse interface process FOBO sales Export Sales Promo sales Product return with and without reference to Billing Invoice Cancellation Physical Inventory Process Scrapping the stocks Stock Transfer Order out bound Delivery Goods Receipts Empty Receipt and Transfer Out Appendix

Page Number83 85 111 112 144 147 148 167 173 177 214 219 236 238

C

4 5 6 7 1 2

D

3 4 5

E F 1

Frequently Asked Questions


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Section A

1. SAP LogonDouble click the icon on your desk top

Your password must never be given out. They are your entry into SAP.

Click here to logon

All transactions are recorded in your name. Therefore, be careful not allow anybody to misuse your id.

Ensure Client number is 410 Memorize your password and NEVER reveal it to anybody.

8 7Type password


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Section A

2. Commonly used SAP icons

Icon

KeystrokeCtrl + S F11 F8 Enter F3

FunctionalitySave Execute Enter Go Back

Learn to use Keystrokes instead of icons, it is faster

Shift + F3 Esc F12 Ctrl + F

Exit Cancel Find

Ctrl + G

Find Next

None

Create New Session

Differs in different screens

Documentation/ Information

Ctrl + Page Up

Go to First page

Page Up Page Dn Ctrl + Page Dn Ctrl + Shift + F5 Ctrl + Shift + F4

Go to Previous page Go to Next page Go to Last page Sort in ascending order Sort in descending order


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Section A

2. Commonly used SAP Icons

Icon

KeystrokeDiffers in different screens Differs in different screens Differs in different screens Differs in different screens

FunctionalitySelect All Deselect All Create Item Delete Item Overview data Header Data Display Change Display & Change Release blocked documents Show Document flow Check Item Availability Display Availability of material Check Schedule lines in sales order Change Layout of table Choose a Layout for table Saves Layout of the table selected Displays sum of column selected Set Filter in the table which is viewed

If you place your mouse arrow over the icon the keystroke for that icon is displayed

Differs in different screens Differs in different screens Ctrl + F11 Differs in different screens Differs in different screens Differs in different screens F7 Ctrl + F4 None None Differs in different screens Differs in different screens Differs in different screens Differs in different screens Differs in different screens

Keystrokes for icons vary in different screens learn the ones relevant for you


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Section A

3. Transactions and authorizations

Transaction codesVA01 / VA02 VA01 / VA02 ZF49 YVA05

Description of the transactionCreate , change , display sales Order DD in Transit ( Demand Draft ) Display Pending Order

Comment

Transaction used by Role NameCOPC ( Central Order processing cell ) / AEs ( Accounts Executive ) Shipping Executive and Shipping coordinator and Security in charge COPC ( Central Order processing cell ) / AEs ( Accounts Executive ) and Sales accounts coordinators Shipping Executive , shipping coordinators , Sales accounts coordinators , sales account executives, sales accounting manager and Unit Manager Sales Accounting Manager ( SAM ) / UFM ( Unit Finance Manager ) Shipping Executive and Shipping Coordinator Shipping Executive and Shipping Coordinator Shipping Executive and Shipping Coordinator

Create , change and Order Type ZOR1 display sales Order ZRE1, ZRE2 , ZEXG NA NA

VKM3 VL01N /VL02N VT01N / VT02N VI01/ VI02 VF01 / VF02 J1IIN J1IP YERR YERF FF68 YF68

Order Release Create , change , display Delivery Create Shipment document Create Shipment Cost document Create / Print Invoice Excise Determination Printing Excise Invoice Print the ERV -1 document Print the ERV-2 document Generate Pay-inslips

NA NA

NA NA NA NA NA NA

Shipping Executive and Shipping Coordinator Shipping Executive and Shipping Coordinator Shipping Executive and Shipping Coordinator Shipping Executive and Shipping Coordinator Shipping Executive and Shipping Coordinator AEs / SAC (Accounts Executive / Sales account Co-ordinator. AEs / SAC (Accounts Executive / Sales account Co-ordinator.

Post the Pay-in-slips NA


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Section A

4. Reports and authorizations

Transaction codesYVA05 VL06O VF04 VFX3

Description of the reportsOpen sales Order List of Outbound delivery ( Open delivery for Picking and PGI ) Open deliveries where PGI is done but Invoice is not generated Invoice Created but there is some error in accounting Sales register Sales register for Tropicana Order to service time Open ERV report ( Empty receipt voucher ) A/R and Glass limit , Outstanding balances and Open order value status Customer Glass balance ledger Delivery Group listing Truck Turn around Time Truck Tracking Report Empty Receipt Register Customer wise , Flavour wise empty glass outstanding report Plant /Warehouse wise stock report Transporters Freight payment report Single Material wise plant stocks Order Fill rate report

Reports used by Role NameCOPC ( Central Order processing cell ) / AEs ( Accounts Executive ) Shipping Executive and Shipping coordinator and Security in charge COPC ( Central Order processing cell ) / AEs ( Accounts Executive ) and Sales accounts coordinators Shipping Executive , shipping coordinators , Sales accounts coordinators , sales account executives, sales accounting manager and Unit Manager Sales Accounting Manager ( SAM ) / UFM ( Unit Finance Manager ) Shipping Executive and Shipping Coordinator Shipping Executive and Shipping Coordinator Shipping Executive and Shipping Coordinator Shipping Executive and Shipping Coordinator Shipping Executive and Shipping Coordinator Shipping Executive and Shipping Coordinator Shipping Executive and Shipping Coordinator Shipping Executive and Shipping Coordinator AEs / SAC (Accounts Executive / Sales account Co-ordinator. AEs / SAC (Accounts Executive / Sales account Co-ordinator. Shipping Executive and Shipping Coordinator Shipping Executive and Shipping Coordinator Shipping Executive and Shipping Coordinator Shipping Executive and Shipping Coordinator

YSALESFILE YTSALES YOST YERV YCAR YCGR YDGL YTTT YTTR YERG YCET YPS01 YTFP MMBE YODFR


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Section A

5. List of Sales Order Type used and Abbreviations

Order TypeZOR1 ZOR1 ZOR1 ZOR1 ZOR1

Sales Org1000 3000 4000 6000 7000 PIH Sales Org ASDC Sales Org ADBL Sales Org TBC Sales Org AFJP Sales Org

Distribution Channel10 10 10 10 10

Division00 00 00 00 00

Order TypesZ0R1 ZRE1 ZRE2 ZFOC Try to remember T Codes instead of the menu path it will speed up your operation time ZEXP ZRET ZSMP ZDWO ZREI ZRED ZEXG ZFD

DescriptionCustomer Indent Empties Ret ONE WAY Empties Ret TWO WAY FOC ORDER Export Indent Product Return Free Sample &Home Cons Direct Warehouse Order Product return Inter company Direct warehouse sales return Empties Transfer Out Tropicana Delivery FOC


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Section A

6. Sales pricing and commonly used termsPricing conditionZTPO ZB01 ZTSF ZTPF R100 ZRBT ZBRT ZBRS JIN1 , JIN2, JIN5 and JIN6 ZD00 ZFRT

Pricing conditionZMRP

Meaning (Condition of Claim Exp in SAP )MRP

Meaning (Condition of Claim Exp in SAP )MRP Price Off -3rd P

JMOD JECS JA1X ZTRD ZDST ZDM1 ZDM2 ZDM3 ZDSC ZPUR

Basic Excise Duty Education Cess Secondary Higher Education cess Trade Margin Distributor Margin Distributor Margin 1 ( freight ) Distributor Margin -2 ( Octroi ) Distributor Margin 3 ( Extra Margin ) Discount Purchase Price

Purchase Price TROP-Secd. Freight TROP- Prim. Freight 100% discount Bottle rental Bottle rental Tax Bottle rental Surcharge Tax conditions Freight condition Freight Per case conditions


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Section A Standard Process

7. Process Chart Distributor Sales process Process Chart from Order to Collections

Payment received Payment received Distributor /CE Distributor /CE calls up with calls up with Sales Order Sales Order Sales Order Sales Order Processing Processing Check the Check the Order Status Order Status Shipping and Shipping and Delivery only Delivery only cleared orders cleared orders Loading Slip Loading Slip and Physical and Physical stock stock loading loading Picking and Picking and PGI as per PGI as per signed load signed load slip slip

Availability

Credit Check

Empties Empties Receipt at Receipt at Plant Plant

Empties Empties dispatche dispatche d d

Goods Goods Received Received by by distributor distributor

Billing. Billing. Invoicing Invoicing ( Post PGI ) ( Post PGI )

Claims received Claims received


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8. Process Chart Distributor Sales process Sales Order capturing Process flow

Receive sales order from Distributor or CE via Fax or Telephone

Manual Process (Distributor / CE)

Order and DD (Demand Draft) is then punched in to SAP system

VA01 / ZF49

POP message comes on Distributor Glass and credit available If the stock is not available in the system prompts next schedule date of the stocks Online Availability, Credit and Glass checks is done in the system VA01 / VA02

List of pending orders list is generated and status of the order is checked Blocked Order gets reviewed by Finance Team, collection as well as release of order is done by finance team as per authority matrix

YVA05

VKM3, ZF49, FF68, ZCLM, F-32, YF68 and ZRE1 or ZRE2


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9. Process Chart Sales order Processing Delivery and Billing capturing Process flowList of pending orders list is generated and status of the order is checked

YVA05

Shipping Team Executes Cleared orders Delivery and check the Shipping condition and forwarding Agent (Transporters 4 digit code)

VL01N

Auto generated Loading slip is issued and physical loading of stocks is carried out under shipping executive supervision

Loading slip Manual Process

Picking place with the signed loading slip

VL02N

Create Shipment document

VT01N / VT02N

Create Shipping Cost document

VI01/VI02

Generate Billing (Invoicing)

VF01


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10. Process Chart Sales order Processing Collection Process flowCheques collected for the day is entered in To SAP system and Pay-in-slip is generated

FF68

CITI Bank collection Agent collects the money at Warehouses / CFAs or directly form the distributor location.

Manual process

Next day morning we get upload file from the CITI BANK through mail.

Manual Process

CITI bank text file gets uploaded in the system through upload program

ZF49

Section B


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Standard

1. Recording of Sales Order in SAP1.1.

Create Sales Order

SAP Menu Path Roles SAP Transaction Code

Logistics Sales and Distribution Sales Order COPC / AES ( Central Order Processing Cell , Accounts Executives ) VA01

After entering you user name and password you will come to the next screen as shown

1

SN1

FieldVA01

DescriptionType transaction code in the command editor field you will get the next screen

Values/ ActionType VA01 transaction code ( Tcode )

Press Enter OR click on the

Section BPepsiCo ConfidentialLast Revised: 05/02/12 23:46

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Standard

1. Recording of sales Order in SAP1.1

Create sales Order

SAP Menu Path Roles SAP Transaction Code

Logistics Sales and Distribution Sales Order COPC / AES ( Central Order Processing Cell , Accounts Executives ) VA01 ZOR1 order Type for sales

After entering the VA01 Transaction code you will come to the next screen as shown

1 2 3

4

SN1 2

FieldOrder Type Sales Organization

Descriptionclassification that distinguishes between different types of Sales document. Company code , where you want to create the claim order , for e.g is the customer is assigned to ASDC , the sales organization will be ASDC The way in which products or services reach the customer. A way of grouping materials, products, or services. you will get the next screen

Values/ ActionType ZOR1 Customer Indent Select relevant company code where distributor Is assigned , for e.g. type 1000 for PIH , 3000 for ASDC , 4000 , for ADBL , 6000 for TBC and 7000 for AFJP Type 10 for Indirect distributor Type 00

3 4

Distribution Channel Division


Section B


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Standard

1. Recording of Sales Orders in SAP1.1

Create Distributor Sales Order

SAP Menu Path Role SAP Transaction Code


After the order type and sales organization and all other relevant information are entered press ENTER you will get the new screen shown below:-

4 1

3 5

5

SN1 2 3

FieldSold-to party

Description

Values/ ActionType the 10 digit code of the customer The Sold-to party code is defaulted Enter the Distributor CE territory code , this text will be used for open order report Click Yes to proceed for next transactions.

The Customer Code from whom we have received the claim. Ship-to party The Customer Code from whom we have received the claim. Purchase order no. Field to capture reference number

Press Enter OR click on the 4 Pop up message

or Press Enter you will get the next POP up screen The Popup message will give the information regarding the A/R and Glass balance available with the distributor as on date. Click yes for updating the other Data , and if you dont want him to despatch click on NO

5

Yes / No

Share POP up message details with CE or Sales accounting manager


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Section B Standard SAP Menu Path Role SAP Transaction Code

1. Recording of Sales Orders in SAP1.1 Create

Distributor Sales Order


After the order type and sales organization and all other relevant information is entered press ENTER You will get the new screen shown below:-

1 0

9

6

7

8

SN6 7 8

FieldMaterial Order Qty Plant code

DescriptionThe SKU code for which the discount or any other expenses are incurred. Enter the Order Qty as per Fax or over phone Check the plant code , this information directly flows form the customer master or you can also modify The total Qty order received form the distributor Check the Order amount

Values/ ActionType in the 4 digit SKU. Enter the Sales Order Qty Type 4 Digit Plant code

9 10 Press

Volume Net Value

Total Order Qty Order amount (Price to distributor )

icon the order will get saved and system will generate the Order numberPage


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Shipping user guide

Section B Standard


Create Distributor Sales Order

Sales and Distribution Transactions Create Sales Order SAP Menu Path ROLE COPC VA01 SAP Transaction Code

1 1 9

SN11

FieldInformation

DescriptionAlert message indicates that selected vehicle type is H1 and 9000 KG capacity where as selected order weight is 185 kg

Values/ ActionThis information needs to be shared with PAC / PAM (Product availability coordinator or Product availability manager) and CE to check the short fall of the QTY; this will result in to under utilization of Truck and has direct impact on fright.

After discussion with PAM and PAC , COPC will save the Order Information message will not stop the Order for delivery, but error message will stop the order for delivery creation and click on to save the Order.


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Section B Standard


Check the Open sales Order

SAP Menu Path ROLE

Sales and Distribution Credit Management Sales and Distribution Documents VKM3 - Sales Document Sales accounting Manger SAM YVA05

SAP Transaction Code

Check the Order status through YVA05 in pending order status The order will get blocked due to the following reasons. Sr no 1 Reason of Order blocks message Dynamic credit check exceeded Oldest open item overdue Description Which means distributor has exceeded the credit limit amount Distributor has not paid the amount on time or violation of credit days norms Non availability of stocks will also result to block order. Glass limit is exceeded by distributor Distributor A/R items are not cleared If the trimester limits are not updated on time Action Record the Open DD / Cheques in transit and credit dist account or release the order as per authority matrix Record the Open DD / Cheques in transit and credit dist account or release the order as per authority matrix. Check the physical stock availability in the warehouse or plant or check the physical stocks vs SAP stocks Check the open ERV report and closed the ERV entries Check the open A/R balance and perform the clearing Update the trimester limit before the next internal review date.

2

3

Non Availability of stocks

4 5 6

Glass limit exhausted Non clearance of open A/R item Next internal review date

Shipping can despatch only cleared orders, the system will not allow creating the blocked orders. Shipping to check SAP stocks Vs physical stocks before they execute the cleared orders deliveries Credit parties block is also get highlighted in the YCAR report, this report is used by SAM before he releases the block orders. Information message will not stop the Order for delivery, but error message will stop the order for delivery creation and click on to save the Order.


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Section B Standard

2. Release the Distributor sales Order2.1

Release Distributor Sales Order

SAP Menu Path ROLE

Sales and Distribution Credit Management Sales and Distribution Documents VKM3 - Sales Document Sales accounting Manger SAM VKM3


1

Sr no 1

Reason of Order blocks message VKM3

Description Type VKM3 transaction code to release the blocked orders

Action Record the Open DD / Cheques in transit and credit dist account or release the order as per authority matrix

Next screen will appear as shown blow

2

Sr no 2

Reason of Order blocks message Sales Document

Description Enter the block order number in sales document

Action Enter block order number

Press Execute

button or press F8 to process to the next screen


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Section B Standard

2. Release the Distributor sales Order2.1

Release Distributor Sales Order

SAP Menu Path ROLE

Sales and Distribution Credit Management Sales and Distribution Documents VKM3 - Sales Document Sales accounting Manger SAM VKM3


3

Sr no 3

The blank box will appear on the screen Based on the information on the with all the relevant data , for e.g credit screen we will release the order value and status of the block Click on the RJ ( Blank box ) to release the order

Reason of Order blocks message RJ

Description

Action

5

4

Sr no 4 5 Press

Reason of Order blocks message RJ

Description Click on the RJ box as shown above Click on the and save the screen

Action Check the A/R balance Order will get released

icon , order will get released and you will Section B


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Standard

3. Create Distributor Sales Delivery3.1

Create Distributor Sales Delivery

SAP Menu Path Role

Sales and Distribution Shipping and Transportation Outbound Delivery Create Single Document VL01N - With Reference to Sales Order Shipping Executive and Shipping coordinator VL01N


1

SN1

FieldVL01N

Description

Values/ Action

Type transaction code VL01N in the Enter VL01N transaction code in command editor command editor

Press enter you will come to the next screen where you have to enter the cleared Order number


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Standard



SAP Menu Path Role



2 3 4

SN2 3 4

FieldShipping Point Selection Date Order

DescriptionEnter the Shipping point / plant code from where you are despatching the stocks to distributor Selection dated comes by default , current date Type cleared order number in the order field

Values/ ActionEnter 4 Digit plant code as shipping point , each Manufacturing plant is define as shipping point . System takes current date as selection date Type cleared order only

Press enter or click on

you will come to the next screen where you have to complete the following steps


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Shipping user guide

Standard

3.1


SAP Menu Path Role



5

7

8

6

SN5 6 7 8

FieldMaterial Plant Storage location Delivery Quantity

Description4 Digit material code culled directly from the Order Default shipping point comes from the plant Storage location is a logic place where I pick my stocks System will populate the Order qty as delivery qty

Values/ ActionIn delivery system checks the stocks in SAP

System by default picks the storage location. , system will allow you to change the storage location if you wish to change. System checks the stock availability at the time of delivery.

Click on the Header

data or ( click on >> Goto >> Header ) and check the following


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Standard



SAP Menu Path Role



9

SN9

FieldHeader

DescriptionClick on and check , the Shipment and partner Tab

Values/ ActionIn Shipment tab you check the route number , Truck type and in partner data you check the transporters as vendor code

After clicking on the

tab the next screen will appear, click on the shipment and partner


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Section B Standard



SAP Menu Path Role



1 0

1 1

SN10 11

FieldRoute Truck Type

DescriptionCheck the Route number

Values/ ActionRoute number will come from the Order and Route master updated in the system. In customer master General data in additional data this filed is updated.

Truck type is maintained in the customer master After updating the above field we have to check the partner Tab.


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Standard



SAP Menu Path Role



1 2

1 3

SN12 13

FieldPartner Forwarding Agent

DescriptionClick on Partner Tab and update the Transporters code Partner code , is nothing but vendor code

Values/ ActionNeed to update the forwarding agent to determine freight. Enter Transporters as vendor code in the partner field

After updating the entire filed click on Save icon document.

to save the delivery, system will generate the delivery


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Section B Standard

4. Picking4.1.

Picking

SAP Menu Path Role

Sales and Distribution Shipping and Transportation Outbound Delivery Change VL02N - Single Document Shipping Executive and Shipping coordinator VL02N


1

2

SN1

FieldVL02N

Description

Values/ ActionEnter the Transaction code VL02N You can also execute the transaction by Clicking on the Menu path

Type Transaction code in command editor 2 VLO2N You can also enter the transaction through MENU path Press enter you will get the next screen


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Section B Standard

4. Picking4.1. Picking Sales and Distribution Shipping and Transportation Outbound Delivery Change VL02N - Single Document Shipping Executive and Shipping coordinator VL02N

SAP Menu Path Role


3

SN3

FieldOutbound Delivery

DescriptionType the delivery no and update the picking qty

Values/ ActionType the delivery number and update the picking


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Section B Standard


SAP Menu Path Role


4

5

6

SN4 5 6

FieldPicking Picking Qty Batch

DescriptionClick on the Picking Tab Enter the Picking Qty as per Loading slip Type the Batch number as per the loading slip.

Values/ ActionAfter clicking on the Picking Tab , you can see the Material line item with Delivery Qty Enter the Picking Qty as per Loading slip.

Batch numbers enter in the loading slip and in the sap system has to be the same. The Batch number for all the PET and Diet Can is date of manufacturing followed by last 4 character of manufacturing plant ( For e.g DD/MM /YY AND PLANT CODE ) , All other product , Which is Glass , Aquafina and other can product will have Plant code as batch number. ( For e.g SMM1 ) If you want to select the two batch code for the same delivery Qty, you have to execute additional steps. Shown below.


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Section B Standard


SAP Menu Path Role


7

8

9

1 0 9

SN7 8 9 10

FieldDelivery Qty Pick Quantity Batch Batch Split

DescriptionKeep Delivery Qty same Keep Pick qty blank Leave batch qty field blank Click on Batch split Tab

Values/ ActionIf you want to select the Two batches for one delivery qty remove the Delivery Qty Keep Pick Qty Blank for splitting the Batch Batch Qty field should be blank for batch splitting. Click on the Batch split tab and select the multiple batch

Click on the Batch split you will get the next screen


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Section B Standard


SAP Menu Path Role


1 1

SN11

FieldBatch determination

DescriptionClick on the batch determination icon

Values/ ActionClick on the batch determination icon and proceed


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Standard


SAP Menu Path Role


1 2

SN12

FieldStrategy info

Description

Values/ Action

Click on the strategy Info for selecting Click on the Strategy info for selecting the the multiple batch multiple batch

Section B


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Standard

4. Picking4.1.

Picking

SAP Menu Path Role

Sales and Distribution Shipping and Transportation Outbound Delivery Change VL02N - Single Document Shipping Executive and Shipping coordinator VL02N


1 3

1 4

SN13 14

FieldSelection criteria Information message

DescriptionClick on the selection criteria Information message will come as you want to create the selection criteria in the batch class?

Values/ ActionClick on the selection criteria Click on the Yes and proceed


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Section B Standard


SAP Menu Path Role


1 5

SN15

FieldPress

DescriptionClick on the to next screen

Values/ ActionClick on the screen icon you will get next

Section B


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Standard


SAP Menu Path Role


1 6

SN16

FieldSplit Qty

Description

Values/ ActionWe have to split the Qty as per the batch selected in the loading slip.

System will prompt the delivery Quantity in FEFO batch ( First expiry first out ) Split the quantity as written in the signed loading slip


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Section B Standard


SAP Menu Path Role


1 8

1 7

SN17 18

FieldQty splited in two batches Copy

DescriptionTotal Delivery Qty is splited in to two batches Click on the Copy Tab and Proceed

Values/ ActionQty is splited in to Two batches Click on the Copy Tab and Proceed

The next screen will appear if we click on the COPY tab


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Section B Standard


SAP Menu Path Role


1 9

SN19

FieldBatch Splitting

DescriptionNew Item code generated for Batch Split

Values/ Action


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Section B Standard


SAP Menu Path Role


2 0

SN20

FieldBatch

DescriptionClick on the icon to check the Delivery Qty batch is splitted

Values/ ActionClick on the icon


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Section B Standard


SAP Menu Path Role


2 1

2 2

SN21 22

FieldBatch Pick Qty

Description

Values/ Action

You can see the Delivery total qty gets splitted in to Two batches We have to pick the Picking Qty in the Enter the Pick Qty field


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Section B Standard


SAP Menu Path Role


2 4

2 3

SN23 24

FieldPick Qty Press Save

DescriptionEnter the Pick Qty Click on Save Button

Values/ Action

This will save the delivery


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Standard

5. Create Shipment Document & Auto PGI5.1

Create Shipment Document

SAP Menu Path Role

Logistics Execution Transportation Transportation Planning Create VT01N - Through Single Document Entry Shipping Executive and Shipping coordinator VT01N Create / VT02N Change / VT03N - Display


1

4

2 3

SN1 2 3

FieldVT01N Transportation Planning point Shipment Type

DescriptionType VT01N code for creating the Shipment Document Transportation Planning Point is Sending Plant Specifies what type of transportation processing is to be performed

Values/ ActionType VT01N for creating the Shipment Document Enter the Transportation planning point Select the relevant Shipment Type

4

Press enter or click on

button you get to the next screen


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Section B Standard



SAP Menu Path Role



5


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Standard



SAP Menu Path Role



6

7

SN5

FieldAdd Deliveries

DescriptionPress this button and new screen will pop up to enter delivery number

Values/ ActionEnter the Delivery Document Number. Multiple delivery Number can be added, provide the Vendor & Vehicle Type are same, IF the deliveries belongs to different routes the system will pickup the farthest Route in shipment, based on the KM maintained in the Route Masters

6 7

Deliveries

Enter the delivery number for the shipping point Delivery Number Press the button or F8

Press enter

Execute

Section B


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Standard



SAP Menu Path Role



8

SN8

FieldOver view

DescriptionClick button overview of shipment

Values/ ActionPress Over view of shipment

It will take you to the Overview Screen.

In the above screen, one by one click on buttons for Planning, Check-In, Loading start, Loading end, and Shipment completion.Section BPepsiCo ConfidentialLast Revised: 05/02/12 23:47

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Standard



SAP Menu Path Role



9 1 0 1 1

1 2

SN9 10

FieldShipping Condition Special Processing Indicator

DescriptionThis denotes the one way or Two way Freight Choose the indicator for identifying the Freight whether Contract or Market Vehicle being used for shipment.

Values/ ActionEnter the Shipping Condition Z1=ONE WAY Z2= TWO WAY Enter the Special Processing Indicator

11

Container ID

This field denotes the Truck Number

This will get populated from the delivery document and editable if required.Page


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12 13

Press Copy Press Save Auto PGI will be done. to save the shipment document, system will generate the

After updating the entire filed click on Save icon shipment document. Section B Standard

6. Create Shipment Cost6.1

Create Shipment Cost

SAP Menu Path Role

Logistics Execution Transportation - Shipment Costs Create - Single Document (VI01) Shipping Executive and Shipping coordinator VI01


2

1

SN1 2

FieldShipment Number

DescriptionEnter the shipment number for which the shipment cost document to be created Enter or press new screen it will take you to

Values/ ActionShipment Number Open a new screen

Press

Section B


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Standard

6. Create Shipment Cost6.1

Create Shipment Cost

SAP Menu Path Role

Logistics Execution Transportation - Shipment Costs Create - Single Document (VI01) Shipping Executive and Shipping coordinator VI01


3

Once on the overview screen press save icon generate the shipment cost document.

to save the shipment cost document, system will


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Standard

7. Create the Billing document7.1

Create billing document

Sales and Distribution Billing Billing Document VF01 - Create SAP Menu Path Role Shipping Executive and Shipping coordinator VF01 SAP Transaction Code

The Final step to create the Billing document, please follow the steps to create the billing document. 1

2

SN1

FieldVF01

Description

Values/ Action

Create the billing document by typing Type VF01 the transaction code VF01 in command editor 2 Select the Menu You can also select the Menu path for Click on the Menu path or Type VF01 path creating the billing document Type VF01 or click on the menu path for creating the billing document Press enter >> the next screen will appear.


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Section B Standard

7. Create the Billing document7.1 Create billing document Sales and Distribution Billing Billing Document VF01 - Create

SAP Menu Path Role Shipping Executive and Shipping coordinator VF01 SAP Transaction Code

3

SN3

FieldDocument

Description

Values/ Action

Enter the Delivery Number in the Enter the delivery document in the document field document filed. Only PGI completed delivery document is allowed for billing, if you dont complete the PGI and want to create the delivery you will get an error message. The next step is click on icon to complete the delivery.

Post clicking on Save Icon the system will give following message Document XXXXXX saved ( no accounting document generated )


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Standard

7. Create the Billing document7.1 Create billing document Sales and Distribution Billing Billing Document VF02 Change Shipping Executive and Shipping coordinator VF02 Non Excise Invoice go to Print the billing document

h SAP Menu Path Role


7

8

SN7 8

FieldVF02

DescriptionType VF02 transaction code at the command field Enter billing document number

Values/ ActionType VF02 at the command field Enter Billing document number

Enter Billing document Number Select the Billing document on the same screen as shown below


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Standard

7.1.

7. Print the Billing document

Print Distributor billing document

Sales and Distribution Billing Billing Document VF02 Change SAP Menu Path Role Shipping Executive and Shipping coordinator VF02 Non Excise Invoice go to Print the billing document SAP Transaction Code

9

1 0

SN9 10

FieldBilling document Issue output to

DescriptionYou will get the List of option to crate the billing document Select the out put. click on the issue tab

Values/ ActionType VF02 at the command field Select the issue Tab


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Section B Standard

7.1.

7. Print the Billing document

Print Distributor billing document

Sales and Distribution Billing Billing Document VF02 Change SAP Menu Path Role Shipping Executive and Shipping coordinator VF02 Non Excise Invoice go to Print the billing document SAP Transaction Code

1 1

1 2

1 3SN11 12 13

FieldZ003

DescriptionDuty paid VAT Invoice Click on the Print Icon to print the Invoice Click on for Print Preview

Values/ ActionSelect the Relevant out put type and print the Invoice


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Standard 8.1

Create Distributor Excise billing document

8. Create the Excise Document

SAP Menu Path Role

CIN Indirect Taxes Sales/Outbound Movements For Sales Order J1IIN Outgoing Excise invoice create/change/display Shipping Executive and Shipping coordinator J1IIN


1

2

SN1

FieldJ1iin

Description

Values/ Action

Type J1iin transaction code or Type J1iin for booking Excise Invoice follow the menu path for creating Excise billing document 2 Menu Path If you dont know the Transaction code , follow menu path Press Enter to go to a next screen for Excise Determination and updating the Mod vat data


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Standard 8.1



SAP Menu Path Role



3

SN3

FieldFrom Billing

DescriptionClick on the from billing document

Values/ ActionClick on from billing tab and enter the billing document.


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Standard 8.1



SAP Menu Path Role



4

SN4

FieldBilling document

DescriptionEnter the Billing document

Values/ ActionEnter the billing document

Press enter or click on the


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Standard 8.1



SAP Menu Path Role



8

5 6 7

SN5 6 7 8

FieldBED Ecs SEcess Save

DescriptionBasic Excise Duty Education Cess Secondary Higher Education Cess Click on the Save icon

Values/ ActionCheck the Basic Excise Duty Check the Education cess amount Check the SEcess Amount Click on save icon your Excise Entry gets generated in system and Modvat data gets updated in the system

Now the next step is how to take the Print out of Excise Invoice?


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Standard

9. Print the Excise document9.1.

Print Excise Invoice

SAP Menu Path Role

CIN Indirect Taxes Sales/Outbound Movements For Sales Order J1IP Print Shipping Executive and Shipping coordinator J1IP


1

SN1

FieldJ1IP

Description

Values/ ActionEnter J1IP in the command Editor

Type the transaction code J1ip in the command editor or follow the menu path Press enter for Next screen display


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Section B Standard



SAP Menu Path Role



2 3 4 5 6

SN2 3 4

FieldExcise Year Excise Invoice Date Series Group

DescriptionEnter the Excise Year Enter the current date Enter the Excise Series Group

Values/ ActionEnter the current Year Enter the current date

Enter the Excise series group , each plant has separate series group for more information please refer Annexure - A 5 Plant Type the Plant code A unique 4 digit code needs to be enter for each manufacturing plant the manufacturing plant code is mentioned in Annexure B 6 Out put Type Out put type is set for all Excise and Z002 Out put type is used for all VAT state Non excise Invoice Excise Plant and Non VAT state excise plant the Out put type is used as Z001 Pre printed stationary (132 column) is used for all Excise Invoice 1+2 a copy is printed. One copy is for security Gate , One copy to Transporters and One copy to Distributor

Click on the

or press F8 to print the Excise Invoice.


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Section B Standard



SAP Menu Path Role



8

9

7SN7 8 9 10

1 0FieldClick on check box Print - Display Status

DescriptionClick on the Check box to Click on the Print invoice Click on icon to print the

Values/ ActionClick on the check box to select the Invoice which you want to print Print the Invoice

icon to display invoice

Click on the

to display the Invoice

Status of the printing will get changed Status will change after printing the if you click on the print the excise Invoice. invoice

Post printing the Invoice shipping needs to check the list of things on the Invoice before the truck leave from the factory premises. Excise amount and rate Ecess Rate and amount Secess Rate and amount Vat rate and amount Name and Address of the customer and related information for e.g TIN number etc... Final Invoice value Section B


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Standard

10. Gate out entry at the plant security gate10.1.

Gate out entry at the Excise Plant

YGATE Is the Z transactions SAP Menu Path Role Plant security guard YGATE SAP Transaction Code

1

SN1

FieldYGATE

DescriptionType the YGATE transaction in the command editor

Values/ ActionEnter the YGATE transaction

3 2

SN2 3

FieldInvoice Number click on the display icon

DescriptionGate out entry at the time of security gate Click on the and enter click on the required field

Values/ ActionEnter the Invoice Number Enter the Billing document


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Section B Standard




5

4

SN4

Field

Description

Values/ Action

Yes , Confirm Gate Click on the confirm gate out icon and Click on the Yes confirm gate out tab post Out the status of the invoice will get verifying the Invoice qty vs Physical changed. loaded Qty. Pending Departure

5

This shows the status of the YGATE You can check the status of the YGATE document Click on Yes confirm and allow vehicle to move out from the factory gate


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Standard




6

SN6

FieldYes

DescriptionClick on Yes and Proceed

Values/ ActionClick on Yes Tab the system will change the status

Final message should come as shown below for clicking on the yes tab.

7

SN7

FieldExit

DescriptionClick on Exit and proceed to next transaction

Values/ ActionClick on the Exit your transaction is complete


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Section B Standard YERF SAP Menu Path Role

11. Print ERV-1 Document11.1 Print

ERV-1 document

Shipping Executive / Shipping co coordinator YERF


1

SN1

FieldYERF

DescriptionClick on the command editor YERF

Values/ ActionEnter the YERF transaction code

Type the YERF transaction code and press enter you will get next screen

Section B


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Standard


ERV-1 document

YERF SAP Menu Path Role Shipping Executive / Shipping co coordinator YERF SAP Transaction Code

5 2

3

4

SN2 3

FieldBilling Document Radio Button / Display Details Stock Transfer

DescriptionEnter the Billing document number

Values/ ActionBilling document is number which you have created through transaction code > VF01 Click on the Regular ERV1 radio button For all stock transfer transaction second radio button is available You can select one option at time

Click on the Regular ERV1 document for Distributor sale Billing 4 This option is available if your billing document of stock transfer document 5 Execute / F8 Click on the Execute Button and take the ERV 1 print out Click on the F8 button and take the print out

Section B


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Standard


ERV-1 document

YERF SAP Menu Path Role Shipping Executive / Shipping co coordinator YERF SAP Transaction Code

6

7

8

SN6 7 8

FieldOutput Device Print Preview Print

DescriptionEnter the out put Device , give the Out device >> LOCD Click on the print preview if you want to check the out put Click on the Print Icon for print

Values/ ActionEnter the out put device as shown above Click on the preview before you take the print out Click on the print button, attached the ERV-1 along with the Invoice copy.


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Section B Standard ZF49 SAP Menu Path Role

12. Collection Process12.1 DD

in Transit entry

COPC / Unit Accounts Executive ZF49


1

SN1

FieldZF49

Description

Values/ Action

Enter the ZF49 code for entering the DD in Transit Press enter you will get the next screen

Section B


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Standard ZF49 SAP Menu Path Role SAP Transaction Code


in Transit entry


2

3

4

5

6 7 8

9

SN2 3 4 5 6 7 8 9

FieldDocument Date Company Code Reference Doc Header Text Account Amount Due Business Area

DescriptionEnter the document date , this document is equal to the DD date Enter the Co code In the Reference field DD six digit number is allowed Enter the Doc header text as the DD drawing bank name Enter the Distributor code in the account field Enter the DD amount Due date is the system date when you enter the DD in transit Enter the Business area where the customer is linked

Values/ ActionDD entry is basis Fax received at the COPC cell , Document date is the DD date Enter the co code Enter the SIX digit number in the Reference field Enter the DD bank name in the Reference field. Enter the 10 digit customer code in the account field. DD amount needs to be entered Enter the system date as Due date


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Section B Standard ZF49 SAP Menu Path Role SAP Transaction Code


in Transit entry


The Following are the key control we build while entering the DD in transit SN1 2 3 4

DescriptionsOnly Six digit DD number is allowed in the Reference field System will not allow to enter the same amount and DD number entry Twice There is a Tolerance limit is set for DD in Transit , the system will not allow you enter DD more then 10 lakhs Rupees You can not enter the DD in transit for more than 3.

1 0

SN10

FieldClick Save

DescriptionEnter the SAVE button

Values/ ActionEnter the Save Icon , it will save the document


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12. Collection Process12.2 Recording of DD / Cheque and recoding of Pay in- Slips SAP Menu Accounting Financial Accounting Banks Incomings Check Deposit FF68 Manual Entry COPC / Unit Accounts Executive FF68

1

SN1 Click

FieldFF68

DescriptionEnter the FF68 transaction code to capture the DD pay-in-slips

Values/ ActionYou can also follow the standard Menu Path for entering the FF68 transactions

or press enter to go the Next screen


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Standard



2 3 4 5

6 7

SN2 3 4 5 6 7

FieldCompany Code House Bank Account ID Group Posting Date Value Date

Description

Values/ Action

Relevant company code is entered in The list of company codes are PIH, this field ASDC, AFJP, ADBL and TBC. Enter the House Bank as CITI1 All bank data is determined using this key Account ID is link to the House Bank Enter the Unique group number defined as per the Unit Finance Posting date is the date on which the document is created. Value date is same as posting date The house bank uniquely defines a bank Enter the Group Number Document date is the date on which the document is created Same as Posting date

Press enter and go to the Next screen


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Standard



1 4 1 1

8

9

1 0

1 2

1 3

SN8 9 10 11 12 13 14

FieldAmount Check Customer Doc Date Business Area DD bank name Save

DescriptionEnter the DD / Cheque actual amount Enter the DD / Cheque Number Enter the 10 digit customer code number Enter the DD/ Cheque number Enter the business Area Enter the DD and Bank Bank name Click on the save Icon

Values/ ActionEnter the DD / Cheque actual amount Enter the six digit DD number Enter the 10 Digit customer code Enter the DD OR Cheque number Enter the Business Area Enter the Bank and DD name

After clicking on the Save Icon , you will get the next screen


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1 5

SN15

FieldStatement / List saved

DescriptionYou can get the attached screen

Values/ ActionDocument save and we get the above message

Section B Standard

12. Collection Process12.2 Recording of DD / Cheque and recoding of Pay in- Slips


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SAP Menu Accounting Financial Accounting Banks Incomings Check Deposit FF68 Manual Entry COPC / Unit Accounts Executive FF68

1 6

SN16

Field

Description

Values/ Action

Click on the the document

icon post saving

Section B Standard

12. Collection Process12.2 Recording of DD / Cheque and recoding of Pay in- Slips


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SAP Menu Accounting Financial Accounting Banks Incomings Check Deposit FF68 Manual Entry COPC / Unit Accounts Executive FF68

1 7

SN17

Field

Description

Values/ Action

Click on the NO button and proceed Please dont click on the Yes Button , if you wrongly clicked on the Yes we need to re generate the FF68 entry

Section B Standard

12. Collection Process12.3 Posting of DD and Cheque posting entry


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YF68 SAP Menu Path Role SAP Transaction Code COPC / Unit Accounts Executive YF68

1 9 2 1 2 3

1 8 2 0 2 2

2 4 2 5

2 6

SN18 19 20 21 22 23

FieldCompany Code House Bank Account ID Group Text Test run

Description

Values/ Action

Relevant company code is entered in The list of company codes are PIH, this field ASDC, AFJP, ADBL and TBC. Enter the House Bank as CITI1 All bank data is determined using this key Account ID is link to the House Bank Enter the Unique group number defined as per the Unit Finance Enter relevant Text Click on the Test Run The house bank uniquely defines a bank Enter the Group Number

This is a very important steps before you post the actual document

Section B StandardPepsiCo ConfidentialLast Revised: 05/02/12 23:47

12. Collection Process12.3 Posting of DD and Cheque posting entryPage

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SN24 25 26

FieldPosting Date Value Date Business Area

DescriptionEnter the Posting Date , normally this should be the system date Same as the Posting date

Values/ Action

Enter the Business Area from and TO This will help you to clear the transaction across business area, this will depend what authorization you have.

2 7

SN27

FieldDeposit Posting Test Screen

DescriptionCheck the Accounting document displayed after you have ticked as Test document

Values/ ActionIf you confirm the accounting entries you can remove the Test document tick and proceed

Section B Standard

12. Collection Process12.3 Posting of DD and Cheque posting entry


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2 8

SN28 Click

FieldTest Run

DescriptionRemove the Tick and Proceed

Values/ Action

and note the all the financial document

Section B StandardPepsiCo ConfidentialLast Revised: 05/02/12 23:47

12. Collection Process12.3 Posting of DD and Cheque posting entryPage

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2 9

SN29

FieldCheck the Accounting Entries

DescriptionThe document is posted to distributor ledger account

Values/ ActionThe system also does the auto clearing through this process.

Section C Variant

Free sampling and Home consumption sale 1.1 Free sampling sale (ZSMP)


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Logistics Sales and Distribution Sales Order SAP Menu Path Role COPC ( Central Order processing cell ) VA01 SAP Transaction Code

After entering you user name and password you will come to the next screen as shown

1

SN1

FieldVA01

DescriptionType transaction code in the command editor field you will get the next screen

Values/ ActionType VA01 transaction code ( Tcode )


Section C Variant SAP Menu Path

1. Free sampling and Home consumption sale1.1

Free sampling sale (ZSMP)

Logistics Sales and Distribution Sales Order


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Roles SAP Transaction Code

COPC / AES ( Central Order Processing Cell , Accounts Executives ) VA01 ZSMP order Type for Free Sampling Transactions

After entering the VA01 Transaction code you will come to the next screen as shown

1

2 3 4

SN1 2

FieldOrder Type Sales Organization

Descriptionclassification that distinguishes between different types of Sales document. Company code , where you want to create the claim order , for e.g is the customer is assigned to ASDC , the sales organization will be ASDC The way in which products or services reach the customer. A way of grouping materials, products, or services.

Values/ ActionType ZSMP Customer Indent Select relevant company code where distributor Is assigned , for e.g. type 1000 for PIH , 3000 for ASDC , 4000 , for ADBL , 6000 for TBC and 7000 for AFJP Type 10 for Indirect distributor Type 00

3 4

Distribution Channel Division

Press Enter OR click on the you will get the next screen , the key difference in sampling order is the net value is get posted to Discount , Zero value invoice get generated. The unique code is created in the Home consumption and sampling transaction which start with first four alphabet for e,g Home XXXX The Delivery and Invoice process is same as explain above. Section C Variant SAP Menu Path Role SAP Transaction CodePepsiCo ConfidentialLast Revised: 05/02/12 23:47

Direct warehouse interface process2.1.

Direct warehouse upload process

Up load file in SAP , through YWAR transactions Shipping Executive , Shipping Co-ordinator Process flow

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IntroductionPurposeThis guide provides technical details for the standard WH ASDOS interface with SAP. It is intended for the End User Group and should provide the necessary information to understand the current process of WH ASDOS upload in SAP. This document does not describe the processing or functionality of the WH ASDOS application.

Functional OverviewThe Pepsi Sales and Distribution location can be classified into three broad categories: Plant Indirect Warehouse (IW) Direct Warehouse (DW)

The S&D operation of the first two locations are completely operational in SAP, but only a part of the Direct Warehouse operation (sales to distributor and stock) is operational in SAP and rest (sales to retailer) is operational in Warehouse ASDOS.

Objective of the Upload Interface ProgramBoth SAP & WH ASDOS being operational from the same location are highly dependent on each other and PepsiCo has built an interface between SAP and WH ASDOS to maintain data consistency and avoid double entry. The interface is required to address the following issues:

SKU wise Sales/Sales Return to retailers with price break-ups from WH ASDOS is posted into SAP to derive SKU marginal contribution. This is also required to get Direct Warehouse consolidated sales for the location with both Indirect and Direct operation. The sales/sales return upload will debit/credit the dummy warehouse customer with the total sales amount thus increasing/decreasing it's A/R.

Direct Warehouse stock will be maintained in SAP and will get impacted by the sales to / empty receipt from retailers in ASDOS. Therefore to keep stock updated in SAP an interface is required to post retailers sales and empty receipt from ASDOS.

Cash and Cheque receipt needs to be uploaded to credit the dummy warehouse customer to decrease its A/R. This also enables users to view the overall actual A/R of the Warehouse. Section C Variant SAP Menu Path Role SAP Transaction Code

2. Direct warehouse interface process2.1.


Up load file in SAP , through YWAR transactions Accounts Executive / Sales Accounts coordinator / ASDOS Deos Process flow


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Deposit Given and Returned is used for getting consolidated information for the warehouse from one system. Also accounting treatment is different for these types of transactions. Consignment Given and Returned required for getting consolidated information for the LCR given/returned from for the warehouse from one system. Other Income required segregating collection between Beverages & other items like straws, lids, CO2 for reporting purposes. Load List required to give visibility of stocks for selling to distributors for locations which have both Direct and Indirect operations from the same Plant. Based on the destination system where the information will be entered, each activity of DW operations has been divided into two main categories as follows: SAP A. Primary receipts of finished goods B. Primary dispatch of empties C. Stock transfers / Sales to another Pepsi Location D. Stock transfers receipts from another Pepsi Location E. Stock adjustments within warehouse F. Sales to distributors G. Empty receipts from distributors H. A/R of distributor I. Expenses

Warehouse ASDOSA. Sales and Discount to retailers B. Load out / In C. A/R / Glass Outstanding of retailer D. Quick / Final Settlement and Cash / Cheque receipt from retailer

Section C Variant SAP Menu Path Role SAP Transaction Code





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Download Process from ASDOSThe download process extracts data from only the current sign-on warehouse (location). If a database contains more than warehouse, the process must be run for each warehouse by signing on to it. A Mapping table is maintained in SAP to link WH ASDOS SKU and SAP SKU Codes SAP has a mapping of all valid transactions and cost elements in ASDOS SAP has checks to ensure duplicate data for a day is not uploaded. Extract upload happens everyday. The extract only takes place if all relevant documents for the day are closed i.e. Load Out / Load In, Invoice, Settlements & A/R documents. In the event of a backdated FI entries due to reconciliation or other issue related to AR or GOD/ROD or Deposit or Other Income the same would be required to be punched in SAP. All Distributor transactions to be done in SAP.

Upload Process in SAP1. Information on transactions will be uploaded into SAP with a lag of 24 hours. 2. The upload into SAP is summarized at Warehouse Level. A Dummy customer is defined for each Direct Warehouse in SAP, against which all sales and A/R posting will be done. 3. WH ASDOS supports MRP wise SKU coding. Currently the SKU codes in WH ASDOS are different than those in SAP, which is converted before upload in the way mentioned below: a. A mapping table is maintained in SAP. The structure and content of the mapping table will be as follows:

SAP Material Code1001 1002

SAP UOMCAS CAS

WH ASDOS Material Code with MRP taggedPC300BFC-MRP7.00 PC300BFC-MRP9.00

WH ASDOSUOMCase of 24 Case of 24





4. PET and CAN is Batch managed in SAP, which for indirect operation is dispatched 99% of the time on FIFO basis. But for direct warehouse operation the sales is done fromPepsiCo ConfidentialLast Revised: 05/02/12 23:47

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ASDOS. As stocks are not maintained in ASDOS, the sales is not able to pick up batch numbers on FIFO basis. Therefore WH ASDOS does not require maintaining batch, but at the time of uploading into SAP, the batch numbers would be automatically populated on FIFO basis. These leads to discrepancy in the stock as far as batch is concerned, but direct warehouse locations have brought in the discipline of selling stock on FIFO basis to a great extent and if there are any discrepancies, it is corrected through the Physical Inventory process based on approvals, etc.

5. Once a sale for a day is uploaded in SAP, a customized table is updated so that it can beused to build duplicate check. The structure of the table is as follows:

Field Description

Type

Length4 8

Direct Warehouse Plant Name Char Posting Date Date Upload Type: Sales (SA), Sales Return (SR), A/R (AR), Consignment (CO), Deposit (DE), Empties (EM), Other Income (OI). Char

2

6. A configuration table is maintained in WH ASDOS to generate the extracts as per the SAP mappings. For this four configuration sets is maintained in WH ASDOS

GeneralSAP Location Code MRP Cost Element In this we manually enter the SAP location code of the warehouse as allotted by the SAP team This should always be MRP

DepositDeposit Given Discount Transtype Deposit Return Discount Transtype This should always be 64 This should always be 64R

A/RReceipts Doc Type Bounce Cheque Doc Type Credit Note Doc Type Debit Note Doc Type Section C Variant SAP Menu Path Role SAP Transaction Code This should be fixed as RECEPT This should be fixed as BNCCHK This should be fixed as CRNOTE This should be fixed as DBNOTE




SalesPepsiCo ConfidentialLast Revised: 05/02/12 23:47

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Aquafina Discount TransType CSD Discount TransType

This should always be Transtype 85, 86, 87, 88 This should always be all Transtypes other than 64 , 64R , 85 , 86 , 87 , 88 as they are used already in other configurations

Data FormatNaming Convention The download file names have the following format: SAP Warehouse ID + file type + Date (yyyy mm dd) For example: NLK9-SA-20040221.txt (This is the SAP Sales file for Kanpur Direct Warehouse)

File SpecificationsDownload Data from WH ASDOS

Sales

Fields in the download data are tab delimited

All SKU Sale is converted into Bottles All Sales value is broken into the various cost components (Basic Price, Discount, Hire Charges, Sales Tax etc) In SAP the discounts are broken in three components cards, schemes & A&M





Description

SAP Code

WH ASDOS Code

Level

Basis


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These break-ups are linked with corresponding SAP Price condition Basic Price BASIC SKU Cash Discount DISC SKU Hire Charge HR SKU These are the various types of discounts applicable at direct warehouse Card Discount Card 51 Invoice Value Cash Discount Scheme 63 Invoice Value Rate Discount Scheme 66 Invoice Value Signage Discount Card 71 Invoice Value Upfront Discount Card 72 Invoice Value Card Discount Flat Card 73 Invoice Value Aquafina Discount Scheme 85 Invoice Value Aquafina Discount Cash Scheme 86 Invoice Value Aquafina Discount Rate Scheme 87 Invoice Value Aquafina Discount Card Card 88 Invoice Value Van Fare Scheme 81 Invoice Value Trade Scheme S&D Cash Scheme 83 Invoice Value Equipment Placing Discount Scheme 75 Invoice Value Redemption Return Scheme 61R Invoice Value Special Sampling A&M 52 SKU Qty. Event Sampling A&M 53 SKU Qty. Trade Scheme A&M A&M 54 SKU Qty. Trade Scheme Other Scheme 55 SKU Qty. Complementary - A&M Others 56 SKU Qty. Complementary - G&A Others 57 SKU Qty. Complementary Other Others 58 SKU Qty. Trade Scheme S&D Scheme 59 SKU Qty. Complementary - S&D Others 60 SKU Qty. Redemption A&M 61 SKU Qty. Promotion A&M 62 SKU Qty. Donation Others 67 SKU Qty. Complementary - A&M BU A&M 68 SKU Qty. Complementary Plant Others 69 SKU Qty. Complementary Signage Others 70 SKU Qty. Complementary S&D Others 84 SKU Qty. Display Scheme Glow sign Scheme 82 SKU Qty. Fleet Discount (Police) Others 77 SKU Qty. Puja Sampling Scheme 74 SKU Qty. Display Scheme 78 SKU Qty. Complementary G&A Return Others 57R SKU Qty. Fleet Others 77 SKU Qty. Trade Scheme A&M Return A&M 54R SKU Qty.

Discounts at header level of an invoice is split across SKU sold in the invoice basis value. Only exception to this is Aquafina discounts, which is be limited to Aquafina only. Similarly discounts on SKU other than Aquafina does not consider Aquafina sales while apportioning discounts. Free of Charge sales identified separately in their respective heads: A&M Scheme and Card. These columns have the standard price breakup population from the actual amount and the respective discounts to separate column similar to the header discount. Refer the row in red text in the extract format A mapping table is maintained in SAP to map the WH ASDOS price / discount codes with the SAP condition types. The table structure of the mapping table is as follows:Page


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SAP Condition TypePR00 RB01

WH ASDOS Price WH ASDOS Description / Discount CodeBASIC 57 Basic Price Complimentary S&D

The sales amount is uploaded as Credit Sale in SAP

Sales Extract Dump Specifications Field DescriptionExtract Type Plant Code Transaction Type Transaction Date WH ASDOS Item Code WH ASDOSMRP Unit of Measure Quantity Amount Base Price Code Base Price Amount Discount Code Discount Amount Hire Charge Code Hire Charge Amount Header Discount 1 Code Header Discount 1 Amount Header Discount 2 Code Header Discount 2 Amount Note:

Key FieldYes Yes Yes Yes Yes Yes Yes

TypeChar Char Char Date Char Decimal Char Decimal Decimal Char Decimal Char Decimal Char Decimal Char Decimal Char Decimal Char Decimal

Length Format2 4 6 10 DD.MM.YYYY 99999999.99 13 9999999999.99 11 99999999.99 11 99999999.99 11 99999999.99 11 99999999.99 11 99999999.99 11 99999999.99 99999999.99 "SA"

Fixed Value

This extract includes only BSD fulls and BIB item sales This extract handles all Sales / SchemesSales Return Sales Return follows the same process, similar to normal Sales but with negative value and quantity

Sales Return Extract Dump Specifications Field DescriptionExtract Type Plant CodePepsiCo ConfidentialLast Revised: 05/02/12 23:47

Key FieldYes Yes

TypeChar Char

Length Format2 4Page

Fixed Value"SR"

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Shipping user guide

Transaction Type Transaction Date WH ASDOS Item Code WH ASDOSMRP Unit of Measure Quantity Amount Base Price Code Base Price Amount Discount Code Discount Amount Hire Charge Code Hire Charge Amount Header Discount 1 Code Header Discount 1 Amount Header Discount 2 Code Header Discount 2 Amount Note:

Yes Yes Yes Yes Yes

Char Date Char Decimal Char Decimal Decimal Char Decimal Char Decimal Char Decimal Char Decimal Char Decimal Char Decimal

6 10 DD.MM.YYYY 99999999.99 13 9999999999.99 11 99999999.99 11 99999999.99 11 99999999.99 11 99999999.99 11 99999999.99 11 99999999.99 99999999.99

This extract includes only BSD fulls and BIB item sales This extract handles all Sales / Schemes Return A/R Sales are being uploaded, as credit sales into SAP, the dummy Warehouse Distributor defined in SAP is debited with the same. To credit this dummy customer with the sum total of cash and Cheques collected from each route for the day, it is updated into SAP through the credit memo path. The segregation of cash & Cheques collected is done as per the details in the extract table. This is done to update the respective account heads in SAP

A/R Extract Dump Specifications Field DescriptionExtract Type Plant Code Transaction Date Cash Deposit Amount Cheque Deposit Amount Bounce Cheque Amount Debit Note Amount Credit Note Amount Deposit Given Deposit Received Other IncomePepsiCo ConfidentialLast Revised: 05/02/12 23:47

Key FieldYes Yes Yes

TypeChar Char Date Decimal Decimal Decimal Decimal Decimal Decimal Decimal Decimal

Length Format2 4 10 DD.MM.YYYY 11 99999999.99 11 99999999.99 11 99999999.99 11 99999999.99 11 99999999.99 11 99999999.99 11 99999999.99 11 99999999.99Page

Fixed Value "AR" 92

Shipping user guide

Formula for AR upload calculation is as follows:-

TYPE AR

PLANT_COD NPC9

E

DATE 20.03.2007

Cash Collection 315991

Credit Collection 88159

Bounce Cheques 0

Debit Note 16721.78

Credit Note 17134.03

GOD 0

ROD 0

Other Income 4329

The formula of AR is Cash + Credit - Bounce Cheque - Dr.Note + Cr.Note - GOD + ROD - Other IncomeEmpties This is used to update the inventory in SAP and is calculated as the net empties i.e. (Load out of Empties Load in of Empties). Glass & shells are included in the empties computation

Empties Extract Dump Specifications Field DescriptionExtract Type Plant Code Transaction Type


Type Length FormatChar Char Char 2 4 10

Fixed Value

Transaction Date WH ASDOS Item Code WH ASDOS Unit of Measure Quantity

Yes Yes Yes

Date Char Char Decimal

"EM" "EI" for positive value in Quantity field "EO" for negative value in Quantity field 10 DD.MM.YYYY 13 9999999999.99

Deposit GOD (Glass on Deposit) and ROD (Return of Deposit) information in terms of quantity and values is being made available from invoices in ASDOS.

Any discount on deposit is included in the net rate Deposit Extract Dump Specifications Field DescriptionExtract Type Plant Code Transaction Type


TypeChar Char Char

Length Format2 4 10

Fixed Value"DE" "GOD" for Deposit Given "ROD" for Deposit Return

Transaction DatePepsiCo ConfidentialLast Revised: 05/02/12 23:47

Yes

Date

10 DD.MM.YYYYPage

93

Shipping user guide

WH ASDOS Item Code Yes WH ASDOS Unit of Measure Yes Quantity Amount

Char Char Decimal Decimal

13 9999999999.99 11 99999999.99

Consignment

Consignment given &Consignment Returned is the net of all Glass loan transactions in the warehouse It is computed as per the calculations given below.

Load Out Empti

training manual (bevrage)

Documents

process guide

document collection

sales process variants

flow chart of sales

primary process

billing document

date document

distributor sales order