AIM

MD.050 APPLICATION EXTENSIONS

FUNCTIONAL DESIGN
Process

Author:
Creation Date: March 7, 2017
Last Updated: September 15, 2017
Document Ref:
Version: DRAFT 1A
MD.050 Application Extensions Functional Design Doc Ref:
September 15, 2017

Document Control

Change Record
1

Date Author Version Change Reference

Reviewers

Name Position

Distribution

Copy No. Name Location

1

2
3
4

Note To Holders:

If you receive an electronic copy of this document and print it out, please write your
name on the equivalent of the cover page, for document control purposes.

If you receive a hard copy of this document, please write your name on the front cover,
for document control purposes.

Process Form and Report Descriptions 5 of 10

File Ref: 365972889.doc (v. DRAFT 1A )
Company Confidential - For internal use only
MD.050 Application Extensions Functional Design Doc Ref:
September 15, 2017

Contents

Document Control...................................................................................................................2

Topical Essay............................................................................................................................4
Business Summary............................................................................................................4
User Procedures................................................................................................................4
Form and Report Descriptions..............................................................................................6
Dealer Portal Master Table Integration Process..........................................................6
Dealer Portal Sales Order Interface Process.................................................................7
CIPL Portal Order Tax Updation...................................................................................8

Pre-Requisites...........................................................................................................................9
Pre-Requisites .9
Open and Closed Issues for this Deliverable....................................................................11
Open Issues......................................................................................................................11
Closed Issues...................................................................................................................11

Process Form and Report Descriptions 5 of 10

File Ref: 365972889.doc (v. DRAFT 1A )
Company Confidential - For internal use only
Topical Essay
PEP is a third party system through which partners of CIPL purchase goods from CIPL.
These partners are treated as customers.

Basic Business Process

PEP is the third party system in which customer punch the purchase order for
ordering items listed in system. The purchse order created in the PEP system
contains item, amount with default tax applicable w.r.t item, ship to and ship
from. Default tax calculation will be on the basis of the tax rules maintained in
PEP system by tax team. Tax rules will be setup on the basis of Item, Ship from
and Ship to location. PEP user/customer confirms the PO and interfaced to
Oracle Order management through scheduled programs name Dealer Portal
Sales order Interface Process, Portal Order Import (Request Set).
Before booking the Sales Order finance team validates the open sales order from
the report name Orders on Credit Check Hold Report (CSV)/text. User validates
the open sales order with taxes and update the same if require any updation other
than taxes which will revert back to PEP by program name Dealer Portal Sales
Order Status Interface Process then confirms booking for the same in Oracle Sales
Order. Now pick release and ship confirm process is done by the logistics team
and goods are delivered to the partner. For validation of the sales orders which
are booked but Awaiting shipping or booked but on hold will be done by
running the report name CANON Pending Orders Reports.
Autoinvoice program runs to import a standard Invoice in AR with taxes from
the respective Sales Order. To validate the sales Invoice with taxes, tax team uses
report name MIS Sales Day Book Report from Oracle which provides all the
required details of taxes.
After invoice creation VAT state Invoice Print Report runs to generate
Customer Invoice which includes HSN code wise Amount with tax details.

User Procedures

Below is the detailed step by step process for Sale through PEP.

1. Before proceeding to any transaction in PEP the Tax Master and Customer
Master need to interface from Oracle Master to PEP. Program Name Dealer
Portal Master Table Integration Process should run in Oracle to interface the
Oracle Tax Master, Item Master and Customer to the PEP system.

2. Tax team maps the tax defaultation by combining the Item, Ship from and ship
to location with Tax Category.

3. Partners create the Order in PEP for purchasing goods from CIPL. Tax
defaultation will be applicable once PEP user selects the Item, Ship from and
ship to from list of values in PEP.
 Doc Ref:

4. After Order confirmation in PEP, the order is interfaced to Oracle Order

Management interface through a concurrent program name Dealer Portal Sales
Order Interface Process.

5. For Sales Order creation in Oracle order Management, the Portal Order Import
request set program runs in Oracle system to import the information captured
in the interface tables to Oracle Base tables along with tax details.

6. Portal Order Import request set contains the following child programs.

Order Import Program

CIPL Portal Order Tax Updation Program

7. Sales order created from import process requires validation which is done by
the finance team. The report name Orders on Credit Check Hold Report
(CSV)/text runs to validate the sales orders pending for booking and requires
release hold. Once credit hold team release Sales Order, then sales order is
booked by the same team. Staus update information of the sales order will
revert back to PEP by program name Dealer Portal Sales Order Status Interface
Process via interface.

8. Now pick release and ship confirm process is done by the logistics team and
goods are delivered to the partner. For validation of the sales orders which are
booked but Awaiting shipping or booked but on hold will be done by running
the report name CANON Pending Orders Reports.

9. User run the standard Autoinvoice program in AR to create the AR transaction

w.r.t the sales order created with tax details.

10. To validate the sales Invoice with taxes, tax team uses report name MIS Sales
Day Book Report from Oracle which provides all the required details of taxes.

11. After invoice creation VAT state Invoice Print Report runs to generate
Customer Invoice which includes HSN code wise Amount with tax details.

12. For tax payment user refer Sales Day Book Report for cross verification.

Form and Report Descriptions 5 of 10

File Ref: 365972889.doc (v. )
Company Confidential - For internal use only
 Doc Ref:

Form and Report Descriptions

Below are the list of forms, reports and files which needs to be modify as per GST
requirement.

Dealer Portal Master Table Integration Process

Dealer Portal Sales Order Interface Process.

CIPL Portal Order Tax Updation Program

MIS Sales Day Book Report

VAT State Invoice Print Report

Dealer Portal Master Table Integration Process Master Interface Program

The program interfaces the Oracle Tax Master, Customer master and Item Master to the
PEP system.

The tables from where the Tax master details are pulling from Oracle will be change as
per GST requirement.

Logic used in the Program:

The tax master details are flowing to PEP from Oracle and Tax defaultation is setup in
the PEP by combining the Item and Ship from location.

Below is the list of Tax columns flowing to PEP from Oracle Master.

Tax ID

Tax Name

Tax Desription

Tax Type

Percentage

Tax Amount

Proposed Changes:

The Tax Category will be maintained in the PEP system which will interfaced from
Oracle Master to PEP system. Tax Category defaultation should be on the basis of Item
(HSN Code), Ship from (Canon Warehouse) and Ship to (Customer) Location.

Below is the list of tax details should flow to PEP system from Oracle Master:

Tax Category Name Capture the Category name from Category table.

Form and Report Descriptions 5 of 10

File Ref: 365972889.doc (v. )
Company Confidential - For internal use only
 Doc Ref:

Tax Category Description Capture Category Description from

Category Table.

Tax Category ID Capture Category ID from Category Table.

Tax Name Capture Tax Name from Tax Rate table.

Tax ID Capture Tax Name from Tax Rate table.

Tax Percentage - Capture Tax percentage from Tax Rate table.

Tax Amount - Capture Tax Amount from Tax Rate table.

Tax Type - Capture Tax type from Tax Rate table and tax type table.

As Tax category is the combination of the Tax Rates defined in the Oracle system which
will be same interfaced to the PEP system.

The Logic in PEP should be in such a way that, once they select the Item, Ship From and
Ship to location, the Tax Category should picked up by default in the line of Purchase
order.

For Example:

Below are the columns with data need to flow from Oracle Master Table to PEP system

Tax Category Name Tax Tax Category Tax Name Tax Tax Tax Tax Tax
Category Description ID Description Percentage Amount Type
ID

SGST@8%+CGST@8% 1001 Intrasate SGST@8% SGST@8% 2001 State Tax 8% 8 SGST

+CGST@8%

SGST@8%+CGST@8% 1001 Intrasate SGST@8% CGST@8% 2002 Central Tax 8 CGST

+CGST@8% 8%

On the basis of the above data, tax team map the tax with Item, Ship from and Ship to
Location.

Dealer Portal Sales Order Interface Process Interface Program

The Program runs in the Oracle system, transfers the PEP transactions (Purchse Order)
to Oracle standard oe_interface table and associated tax details to custom interface
table.

Logic used in the program:

There are two separate tables which are used to store the data from PEP to import in
Oracle.

Oracle standard interface table In which the Sales order details are captured
before import in Oracle base tables. The data captured in this table does not
contain any tax details.

Form and Report Descriptions 5 of 10

File Ref: 365972889.doc (v. )
Company Confidential - For internal use only
 Doc Ref:

Custom Tax Table In which all the tax details entered during the PO creation
by PEP user will be captured w.r.t to the Transaction ID.

Proposed Changes:

Program logic of transferring tax detail to custom Tax table will change as per GST
requirement. New fields need to be added for GST taxes.

The Tax Category ID will flow with Tax Rate ID w.r.t the Transaction ID in Custom Tax
Table.

For Example: The transaction ID xyz is created in PEP by creating a Purchase Order
with default tax category SGST@8%+CGST@8%. Below are the detailswhich should be
captured in the Custom Tax Table w.r.t Transaction ID.

Transaction ID Tax Category ID Tax ID Tax Rate Tax Amount Tax Type

xyz 1001 2001 8 SGST

xyz 1001 2002 8 CGST

CIPL Portal Order Tax Updation Program Interface Program

The program is used to interface the tax details from Custom Tax table to base tax
tables. The program triggers once the Sales Order created in the Oracle with Transaction
ID.

Logic Used in the program:

The Tax ID stored in the Custom Tax Table will interface into Base Tax Table w.r.t to the
transaction ID of Sales Order created in Oracle Order Management.

Proposed Changes:

The Tax Category ID will flow with the Tax Rate ID in the Base Tax tables which are
changed as per GST requirement.

Below is the list of the columns flow in the Base Tax Table:

Tax Category

CGST ID

SGST ID

IGST ID

Tax Category ID will match with the Oracle Tax Master Category ID and same is
applied to the respective transaction in India Local Tax detail form.

Form and Report Descriptions 5 of 10

File Ref: 365972889.doc (v. )
Company Confidential - For internal use only
 Doc Ref:

Prerequisites

Below are the setups required to run the process:

1. Tax Regime

2. Tax Type

3. Tax Name

4. Tax Categories

5. First Party Registration

6. Third Party Registration.

7. Define Item HSN Code

8. Define SAC code

9. Oracle Master Interface

10. PEP Tax Mapping

Form and Report Descriptions 5 of 10

File Ref: 365972889.doc (v. )
Company Confidential - For internal use only
 Doc Ref:

Form and Report Descriptions 5 of 10

File Ref: 365972889.doc (v. )
Company Confidential - For internal use only
 Doc Ref:

Open and Closed Issues for this Deliverable

Open Issues

ID Issue Resolution Responsibility Target Date Impact

Date

Closed Issues

ID Issue Resolution Responsibility Target Date Impact

Date

Form and Report Descriptions 5 of 10

File Ref: 365972889.doc (v. )
Company Confidential - For internal use only