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 Statistics
Type 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 History
Version No Revision Date 30.01.2008 Nature of Change SD user Guide document Date Approved 16.12.200 9 Date Released
1.0
Document Approvers
S/N 1 2 3 4 Versio n No. 1.0 1.0 1.0 1.0 Approved By
SAP Head Process Owner Supply chain Process Owner Sales Process Owner Finance
Name
Manoj Kumbhat Ashok Kumar / Shalini Subhasis / Vineet Jain Sanjay Kumar / Ranbir Mitra
Email
Process Documents Master List

S/ N Referen ce No. Document Name Effective Date
PepsiCo Confidential
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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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CONTENTS
Sections
1 2 3 4 5 A 6 7
SN
SAP Log on
Description
Page Number
6 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
14
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
SN
1 2 3
Description
Free 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 Number
83 85 111 112 144 147 148 167 173 177 214 219 236 238
4 5 6 7 1 2
3 4 5
E F 1
Frequently Asked Questions
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Section A
1. SAP Logon
Double 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 7
Type password
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Section A
2. Commonly used SAP icons
Icon
Keystroke
Ctrl + S F11 F8 Enter F3
Functionality
Save 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
Keystroke
Differs in different screens Differs in different screens Differs in different screens Differs in different screens
Functionality
Select 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 codes
VA01 / VA02 VA01 / VA02 ZF49 YVA05
Description of the transaction

Create , change , display sales Order DD in Transit ( Demand Draft ) Display Pending Order
Comment
Transaction used by Role Name

COPC ( 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 codes
YVA05 VL06O VF04 VFX3
Description of the reports

Open 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 Name

COPC ( 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 Type
ZOR1 ZOR1 ZOR1 ZOR1 ZOR1
Sales Org
1000 3000 4000 6000 7000 PIH Sales Org ASDC Sales Org ADBL Sales Org TBC Sales Org AFJP Sales Org
Distribution Channel
10 10 10 10 10
Division
00 00 00 00 00
Order Types
Z0R1 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
Description
Customer 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 terms

Pricing condition
ZTPO ZB01 ZTSF ZTPF R100 ZRBT ZBRT ZBRS JIN1 , JIN2, JIN5 and JIN6 ZD00 ZFRT
Pricing condition
ZMRP
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 flow
List 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 flow

Cheques 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 SAP

1.1.
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
SN
1
Field
VA01
Description
Type transaction code in the command editor field you will get the next screen
Values/ Action
Type VA01 transaction code ( Tcode )
Press Enter OR click on the
Section B
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Standard
1. Recording of sales Order in SAP

1.1
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
SN
1 2
Field
Order Type Sales Organization
Description
classification 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/ Action
Type 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 SAP

1.1
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
SN
1 2 3
Field
Sold-to party
Description
Values/ Action
Type 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
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

1.1 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
SN
6 7 8
Field
Material Order Qty Plant code
Description
The 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/ Action
Type 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 number
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Section B Standard

1.1
Create Distributor Sales Order
Sales and Distribution Transactions Create Sales Order SAP Menu Path ROLE COPC VA01 SAP Transaction Code
1 1 9
SN
11
Field
Information
Description
Alert message indicates that selected vehicle type is H1 and 9000 KG capacity where as selected order weight is 185 kg
Values/ Action
This 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

1.2
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.
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 Order

2.1
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
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
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 Order

2.1
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
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
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 Delivery

3.1
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
SN
1
Field
VL01N
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
Section B
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Standard

3.1
SAP Menu Path Role
2 3 4
SN
2 3 4
Field
Shipping Point Selection Date Order
Description
Enter 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/ Action
Enter 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
Section B
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Standard
3.1
SAP Menu Path Role
SN
5 6 7 8
Field
Material Plant Storage location Delivery Quantity
Description
4 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/ Action
In 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
Section B
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Standard

3.1
SAP Menu Path Role
SN
9
Field
Header
Description
Click on and check , the Shipment and partner Tab
Values/ Action
In 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

3.1
SAP Menu Path Role
1 0
1 1
SN
10 11
Field
Route Truck Type
Description
Check the Route number
Values/ Action
Route 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.
Section B
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Standard

3.1
SAP Menu Path Role
1 2
1 3
SN
12 13
Field
Partner Forwarding Agent
Description
Click on Partner Tab and update the Transporters code Partner code , is nothing but vendor code
Values/ Action
Need 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. Picking
4.1.
Picking
SAP Menu Path Role
Sales and Distribution Shipping and Transportation Outbound Delivery Change VL02N - Single Document Shipping Executive and Shipping coordinator VL02N
SN
1
Field
VL02N
Description
Values/ Action
Enter 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. Picking
4.1. Picking Sales and Distribution Shipping and Transportation Outbound Delivery Change VL02N - Single Document Shipping Executive and Shipping coordinator VL02N
SAP Menu Path Role
SN
3
Field
Outbound Delivery
Description
Type the delivery no and update the picking qty
Values/ Action
Type the delivery number and update the picking
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Section B Standard
4. Picking
SAP Menu Path Role
SN
4 5 6
Field
Picking Picking Qty Batch
Description
Click on the Picking Tab Enter the Picking Qty as per Loading slip Type the Batch number as per the loading slip.
Values/ Action
After 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
4. Picking
SAP Menu Path Role
1 0 9
SN
7 8 9 10
Field
Delivery Qty Pick Quantity Batch Batch Split
Description
Keep Delivery Qty same Keep Pick qty blank Leave batch qty field blank Click on Batch split Tab
Values/ Action
If 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
4. Picking
SAP Menu Path Role
1 1
SN
11
Field
Batch determination
Description
Click on the batch determination icon
Values/ Action
Click on the batch determination icon and proceed
Section B
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Standard
4. Picking
SAP Menu Path Role
1 2
SN
12
Field
Strategy 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. Picking
4.1.
Picking
SAP Menu Path Role
1 3
1 4
SN
13 14
Field
Selection criteria Information message
Description
Click on the selection criteria Information message will come as you want to create the selection criteria in the batch class?
Values/ Action
Click on the selection criteria Click on the Yes and proceed
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Section B Standard
4. Picking
SAP Menu Path Role
1 5
SN
15
Field
Press
Description
Click on the to next screen
Values/ Action
Click on the screen icon you will get next
Section B
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Standard
4. Picking
SAP Menu Path Role
1 6
SN
16
Field
Split Qty
Description
Values/ Action
We 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
4. Picking
SAP Menu Path Role
1 8
1 7
SN
17 18
Field
Qty splited in two batches Copy
Description
Total Delivery Qty is splited in to two batches Click on the Copy Tab and Proceed
Values/ Action
Qty 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
4. Picking
SAP Menu Path Role
1 9
SN
19
Field
Batch Splitting
Description
New Item code generated for Batch Split
Values/ Action
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Section B Standard
4. Picking
SAP Menu Path Role
2 0
SN
20
Field
Batch
Description
Click on the icon to check the Delivery Qty batch is splitted
Values/ Action
Click on the icon
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Section B Standard
4. Picking
SAP Menu Path Role
2 1
2 2
SN
21 22
Field
Batch 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
4. Picking
SAP Menu Path Role
2 4
2 3
SN
23 24
Field
Pick Qty Press Save
Description
Enter the Pick Qty Click on Save Button
Values/ Action
This will save the delivery
Section B
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Standard
5. Create Shipment Document & Auto PGI

5.1
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
2 3
SN
1 2 3
Field
VT01N Transportation Planning point Shipment Type
Description
Type VT01N code for creating the Shipment Document Transportation Planning Point is Sending Plant Specifies what type of transportation processing is to be performed
Values/ Action
Type VT01N for creating the Shipment Document Enter the Transportation planning point Select the relevant Shipment Type
button you get to the next screen
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Section B Standard

5.1
SAP Menu Path Role
Section B
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Standard

5.1
SAP Menu Path Role
SN
5
Field
Add Deliveries
Description
Press this button and new screen will pop up to enter delivery number
Values/ Action
Enter 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

5.1
SAP Menu Path Role
SN
8
Field
Over view
Description
Click button overview of shipment
Values/ Action
Press 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 B
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Standard

5.1
SAP Menu Path Role
9 1 0 1 1
1 2
SN
9 10
Field
Shipping Condition Special Processing Indicator
Description
This 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/ Action
Enter 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.
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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 Cost

6.1
Create Shipment Cost
SAP Menu Path Role
Logistics Execution Transportation - Shipment Costs Create - Single Document (VI01) Shipping Executive and Shipping coordinator VI01
SN
1 2
Field
Shipment Number
Description
Enter the shipment number for which the shipment cost document to be created Enter or press new screen it will take you to
Values/ Action
Shipment Number Open a new screen
Press
Section B
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Standard
6. Create Shipment Cost

6.1
Create Shipment Cost
SAP Menu Path Role
Once on the overview screen press save icon generate the shipment cost document.
to save the shipment cost document, system will
Section B
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Standard
7. Create the Billing document

7.1
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
SN
1
Field
VF01
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

7.1 Create billing document Sales and Distribution Billing Billing Document VF01 - Create
SAP Menu Path Role Shipping Executive and Shipping coordinator VF01 SAP Transaction Code
SN
3
Field
Document
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 )
Section B
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Standard

7.1 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
SN
7 8
Field
VF02
Description
Type VF02 transaction code at the command field Enter billing document number
Values/ Action
Type VF02 at the command field Enter Billing document number
Enter Billing document Number Select the Billing document on the same screen as shown below
Section B
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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 0
SN
9 10
Field
Billing document Issue output to
Description
You will get the List of option to crate the billing document Select the out put. click on the issue tab
Values/ Action
Type 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
1 1
1 2
1 3
SN
11 12 13
Field
Z003
Description
Duty paid VAT Invoice Click on the Print Icon to print the Invoice Click on for Print Preview
Values/ Action
Select the Relevant out put type and print the Invoice
Section B
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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
SN
1
Field
J1iin
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
Section B
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Standard 8.1
SAP Menu Path Role
SN
3
Field
From Billing
Description
Click on the from billing document
Values/ Action
Click on from billing tab and enter the billing document.
Section B
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Standard 8.1
SAP Menu Path Role
SN
4
Field
Billing document
Description
Enter the Billing document
Values/ Action
Enter the billing document
Press enter or click on the
Section B
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Standard 8.1
SAP Menu Path Role
5 6 7
SN
5 6 7 8
Field
BED Ecs SEcess Save
Description
Basic Excise Duty Education Cess Secondary Higher Education Cess Click on the Save icon
Values/ Action
Check 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?
Section B
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Standard
9. Print the Excise document

9.1.
Print Excise Invoice
SAP Menu Path Role
CIN Indirect Taxes Sales/Outbound Movements For Sales Order J1IP Print Shipping Executive and Shipping coordinator J1IP
SN
1
Field
J1IP
Description
Values/ Action
Enter 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

9.1.
SAP Menu Path Role
2 3 4 5 6
SN
2 3 4
Field
Excise Year Excise Invoice Date Series Group
Description
Enter the Excise Year Enter the current date Enter the Excise Series Group
Values/ Action
Enter 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

9.1.
SAP Menu Path Role
7
SN
7 8 9 10
1 0
Field
Click on check box Print - Display Status
Description
Click on the Check box to Click on the Print invoice Click on icon to print the
Values/ Action
Click 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 gate

10.1.
Gate out entry at the Excise Plant
YGATE Is the Z transactions SAP Menu Path Role Plant security guard YGATE SAP Transaction Code
SN
1
Field
YGATE
Description
Type the YGATE transaction in the command editor
Values/ Action
Enter the YGATE transaction
3 2
SN
2 3
Field
Invoice Number click on the display icon
Description
Gate out entry at the time of security gate Click on the and enter click on the required field
Values/ Action
Enter the Invoice Number Enter the Billing document
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Section B Standard

10.1.
SN
4
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
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
Section B
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Standard

10.1.
SN
6
Field
Yes
Description
Click on Yes and Proceed
Values/ Action
Click on Yes Tab the system will change the status
Final message should come as shown below for clicking on the yes tab.
SN
7
Field
Exit
Description
Click on Exit and proceed to next transaction
Values/ Action
Click on the Exit your transaction is complete
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Section B Standard YERF SAP Menu Path Role
11. Print ERV-1 Document

11.1 Print
ERV-1 document
Shipping Executive / Shipping co coordinator YERF
SN
1
Field
YERF
Description
Click on the command editor YERF
Values/ Action
Enter the YERF transaction code
Type the YERF transaction code and press enter you will get next screen
Section B
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Standard

11.1 Print
ERV-1 document
YERF SAP Menu Path Role Shipping Executive / Shipping co coordinator YERF SAP Transaction Code
5 2
SN
2 3
Field
Billing Document Radio Button / Display Details Stock Transfer
Description
Enter the Billing document number
Values/ Action
Billing 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

11.1 Print
ERV-1 document
YERF SAP Menu Path Role Shipping Executive / Shipping co coordinator YERF SAP Transaction Code
SN
6 7 8
Field
Output Device Print Preview Print
Description
Enter 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/ Action
Enter 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 Process

12.1 DD
in Transit entry
COPC / Unit Accounts Executive ZF49
SN
1
Field
ZF49
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

12.1 DD
in Transit entry
6 7 8
SN
2 3 4 5 6 7 8 9
Field
Document Date Company Code Reference Doc Header Text Account Amount Due Business Area
Description
Enter 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/ Action
DD 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

12.1 DD
in Transit entry
The Following are the key control we build while entering the DD in transit SN
1 2 3 4
Descriptions
Only 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
SN
10
Field
Click Save
Description
Enter the SAVE button
Values/ Action
Enter the Save Icon , it will save the document
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12.2 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
SN
1 Click
Field
FF68
Description
Enter the FF68 transaction code to capture the DD pay-in-slips
Values/ Action
You can also follow the standard Menu Path for entering the FF68 transactions
or press enter to go the Next screen
Section B
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Standard

2 3 4 5
6 7
SN
2 3 4 5 6 7
Field
Company 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
Section B
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Standard

1 4 1 1
1 0
1 2
1 3
SN
8 9 10 11 12 13 14
Field
Amount Check Customer Doc Date Business Area DD bank name Save
Description
Enter 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/ Action
Enter 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
SN
15
Field
Statement / List saved
Description
You can get the attached screen
Values/ Action
Document save and we get the above message
Section B Standard

12.2 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
SN
16
Field
Description
Values/ Action
Click on the the document
icon post saving
Section B Standard

12.2 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
SN
17
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

12.3 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
SN
18 19 20 21 22 23
Field
Company 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 Standard
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SN
24 25 26
Field
Posting Date Value Date Business Area
Description
Enter 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
SN
27
Field
Deposit Posting Test Screen
Description
Check the Accounting document displayed after you have ticked as Test document
Values/ Action
If you confirm the accounting entries you can remove the Test document tick and proceed
Section B Standard

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2 8
SN
28 Click
Field
Test Run
Description
Remove the Tick and Proceed
Values/ Action
and note the all the financial document
Section B Standard
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2 9
SN
29
Field
Check the Accounting Entries
Description
The document is posted to distributor ledger account
Values/ Action
The 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
SN
1
Field
VA01
Description
Values/ Action
Section C Variant SAP Menu Path
1. Free sampling and Home consumption sale

1.1
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
2 3 4
SN
1 2
Field
Description
classification 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/ Action
Type 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
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 Code
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Direct warehouse interface process

2.1.
Direct warehouse upload process
Up load file in SAP , through YWAR transactions Shipping Executive , Shipping Co-ordinator Process flow
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Introduction
Purpose
This 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 Overview
The 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 Program

Both 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 process

2.1.
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 ASDOS
A. 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

2.1.
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Download Process from ASDOS

The 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 SAP

1. 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 Code

1001 1002
SAP UOM
CAS CAS
WH ASDOS Material Code with MRP tagged

PC300BFC-MRP7.00 PC300BFC-MRP9.00
WH ASDOSUOM
Case of 24 Case of 24

2.1.
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 from
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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 be
used to build duplicate check. The structure of the table is as follows:
Field Description
Type
Length
4 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
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
General
SAP 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
Deposit
Deposit Given Discount Transtype Deposit Return Discount Transtype This should always be 64 This should always be 64R
A/R
Receipts 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

2.1.
Sales
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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 Format
Naming 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 Specifications
Download 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

2.1.
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:
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SAP Condition Type

PR00 RB01
WH ASDOS Price WH ASDOS Description / Discount Code

BASIC 57 Basic Price Complimentary S&D
The sales amount is uploaded as Credit Sale in SAP
Sales Extract Dump Specifications Field Description

Extract 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 Field
Yes Yes Yes Yes Yes Yes Yes
Type
Char Char Char Date Char Decimal Char Decimal Decimal Char Decimal Char Decimal Char Decimal Char Decimal Char Decimal Char Decimal
Length Format
2 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 / Schemes
Sales Return Sales Return follows the same process, similar to normal Sales but with negative value and quantity
Sales Return Extract Dump Specifications Field Description

Extract Type Plant Code
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Key Field
Yes Yes
Type
Char Char
Length Format
2 4
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Fixed Value
"SR"
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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 Description

Extract 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 Income
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Key Field
Yes Yes Yes
Type
Char Char Date Decimal Decimal Decimal Decimal Decimal Decimal Decimal Decimal
Length Format
2 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 99999999.99
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Fixed Value "AR"

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Formula for AR upload calculation is as follows:-
TYPE AR
PLANT_COD NPC9
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 Income
Empties 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 Description

Extract Type Plant Code Transaction Type
Key Field
Yes Yes Yes
Type Length Format

Char 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 Description
Key Field
Yes Yes Yes
Type
Char Char Char
Length Format
2 4 10
Fixed Value
"DE" "GOD" for Deposit Given "ROD" for Deposit Return
Transaction Date
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Yes
Date
10 DD.MM.YYYY
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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 Empties as Fulls A Empties B
Load In Empties as Fulls C Empties D
Deposit Given E Returned F
Consignment Given / Received (A + B) - (C + D) + E - F
Consignment Extract Dump Specifications Field Description

Key Field
Yes Yes Yes
Type
Char Char Char
Length Format
2 4 10
Fixed Value
"CO" "CG" for Consignment Given "CR" for Consignment Return
Transaction Date WH ASDOS Item Code WH ASDOS Unit of Measure Quantity
Yes Yes Yes
Date Char Char Decimal
10 DD.MM.YYYY 13 9999999999.99
Other Income
Other income is to account from revenue from other sources than beverage sales. This typically includes sale of cups, straws, CO2. We also need to ensure that the revenue from other income is segregated into different GL Accounts as defined below. GL CODE 1 GL CODE 2 GL CODE 3 0000209701 0000209704 0000209799 CO2 Sales Cups, Lids, Straws Sales Other Misc Sales viz: Scrap,etc.
Other Income Extract Dump Specifications

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Field Description
Extract Type Plant Code Transaction Type Transaction Date ASDOS Item Code ASDOS Unit of Measure Quantity Amount GL Code
Key Field Type

Yes Yes Yes Yes Yes Yes Char Char Char Date Char
Length Format
2 4 10 10 DD.MM.YYYY
Fixed Value
Char Decimal Decimal Numeric
"OI" "OI" for Other Income Dummy Item Code "XDISCX" "B" 13 9999999999.99 Fixed Quantity - 1 11 99999999.99 10 9999999999
SAMPLE OTHER INCOME FILE
Verification & Validation of Download Data
Data Security
TYPE OI OI OI

Verification of data types has been built in the download program All extract values are validated through reports in WH ASDOS.
Data is uploaded through a BDC into SAP over the Pepsi WAN. This ensures a secure data transfer. Data is downloaded in an encrypted format. A control table exists in WH ASDOS which maintains the control total of the download along with the time & user stamp. All extracts are tab delimited text files and cannot be manually edited.
The values being uploaded in SAP are cross checked through WH ASDOS reports therefore at the time of monthly closing the values are reconciled in SAP & WH ASDOS ensuring compliance
PLANT_CODE NPC9 NPC9 NPC9
Business Process Owners

The Warehouse Accounts Cordinator / Executive/ Incharge (AE) is responsible for the verification of the download data and upload of data in SAP. The Warehouse Accounts Coordinator/ Executive/ in charge (AE) is responsible is for reconciliation of SAP & WH ASDOS. The MU / BU IT is responsible for the uptime & issue resolution of WH ASDOS The BU Central SAP Cell is responsible for the uptime & issue resolution of SAP
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2.2.
Direct warehouse interface with SAP
Up load file in SAP , through YWAR transactions Accounts Executive / Sales accounts coordinator Process flow
SAP Extract Configuration in ASDOS System

This section is intended to explain the SAP Extract configuration and download for Direct Warehouses Note: All locations uses the same configurations and transtypes in invoicing to ensure the consistency of SAP Extract. Step 1: In this we setup the SAP Extract Configuration. For this we click on System Admin System SAP Extract Configuration as shown below
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2.2.
On Clicking the SAP Extract Configuration we get the following screen. This has four tabs and each tab is explained subsequently General Tab
SAP Location code MRP Cost Element

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In this we manually enter the SAP location code of the warehouse as allotted by the SAP team This should always be MRP
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Deposit Tab

2.2.
Deposit Given Discount Transtype Deposit Return Discount Transtype
This should always be 64 This should always be 64R
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A/R Tab
Reciepts Doc Type Bounce Cheque Doc Type Credit Note Doc Type Debit Note Doc Type
This should be fixed as RECEPT This should be fixed as BNCCHK This should be fixed as CRNOTE This should be fixed as DBNOTE
Section C
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Variant SAP Menu Path Role SAP Transaction Code

2.2.
Sales TAB
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
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Step 2: In this we option we extract the files. For this we click on System Admin Utilities SAP Extract as
shown below
On clicking the SAP Extract Menu the following screen is generated.
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Prerequisites: Before generating the extract there are a few things, which need to be taken care of:
MRP of all SKUs should be fed in the Standard price zone for the MRP cost element for all SKUs. In case of Multiple MRPs the same has to be filled in for all sub stores All settlements and A/R documents should be completed for the day prior to the SAP extract
Operation: In this we select the extract date and the path of the extract folder and click on download. The file
name is not to be specified as the files have a predefined naming nomenclature
SAP Upload Process in SAP System

This section is intended to explain the SAP Upload Process for the extract files downloaded from Direct Warehouses.
Trigger:
Business Process Description Overview This transaction is used to upload Direct Warehouse Transactions from ASDOS to SAP. The data is summarized at Warehouse level for a day. ASDOS will generate seven extracts (Load List is not used) for each location, one each for Sales, Empties, Consignment, A/R, Deposit, Sales Return, Other Income and Load List. The naming convention for files generated from ASDOS are as follows: Sales <AAA9>-SA-<YYYYMMDD>.txt Empties <AAA9>-EM-<YYYYMMDD>.txt Consignment <AAA9>-CO-<YYYYMMDD>.txt A/R <AAA9>-AR-<YYYYMMDD>.txt Deposit - <AAA9>-DE-<YYYYMMDD>.txt Sales Return - <AAA9>-SR-<YYYYMMDD>.txt Other Income - <AAA9>-OI-<YYYYMMDD>.txt Load List - <AAA9>-LO-<YYYYMMDD>.txt Where AAA9 stands for the plant code of the uploading location and YYYYMMDD stands for the year, month and day
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Input Required Fields
Plant Date Upload Type
Field Value /Comments SAP plant code Date of upload Select one of the following: Sales Order Empties Consignment AR Upload Deposits Others Income Sales Return Load List
Business Process Description Overview Output Results Comments Posting of relevant document with document number
Procedural Steps 1.1. Access transaction by:
Via Menus Via Transaction Code
YWAR
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.2. Screen 1: On screen Warehouse Upload, enter information in the fields as specified in the table below:
Field Name Plant Date Upload Type
Description
R/O/C R R
Plant Code
Date of Upload The upload types have been classified into the following categories: Sales Order Empties Consignment AR Upload Deposits Others Income Sales Return Load List
User Action and Values Enter the plant Code Enter the date for which data has to be uploaded Select the relevant button for upload
Comments
All other fields not included in this table do not require any entries.
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1.3 1.4
Press Execute button. Screen 2: On screen Direct Warehouse Upload Program
Select the file to be uploaded. Leave the Check File checkbox on. In the ON status the program will not upload but will only validate the file. If case of errors in the file a screen will be displayed with the exact error message. Otherwise a popup a message specifying that user can upload data will be displayed on the screen. It is recommended that the upload should be executed first with the checkbox on and if there are no errors, should re-execute with checkbox OFF. In the OFF mode the actual upload of data take place. Click on execute. In the checkbox OFF mode data will be uploaded and a screen confirming the document number created will be displayed on the screen. Repeat steps 1.2 to 1.8 for each of the upload type
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2.3. Direct

warehouse Reconciliation key steps
SAP-ASDOS RECONCILIATION PROCESS

SAP upload Reconciliation Particulars Net Sales Sales Sales Return Discount A&M Deposit Received Refund Debtors Given Received Bounce Cheque Entry Bank Charge PIH Cash Recd Other Income (Scrap Sale) C&Fa A/c Short Excess BOA Vinayak Bank Cash Dep. Cheque Dep. 755926.00 755926 904925.88 904925.88 -148999.88 65311.00 65311 0.00 0.00 65311.00 Ref. No. Doc. No. As Per Manual -831260.88 -831260.88 2-May-06 As per Sap -831632.50 -831632.5 Difference 371.62
99726.51
98927.92 795.06 -20.00 -120 100 -172996.36 -172996.36
798.59 -795.06 0.00
-20.00 -120.00 100 -89682.63 126083.32 -215765.95
83313.73
0.00 0.00
0.00
0.00
0.00
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Sample Reconciliation Process at Calcutta W/h (YNCB9)
Net Sales Sales Sales Return CO2 , Cup sale , other In Discount
Sample JV of SAP Vs ASDOS Upload rectification Entry
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Deposit Received
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WAREHOUSE WISE STATUS OF AR DIFFERENCE DUE TO WHICH THE JV IS POSTED
WAREHOUSE WI
JOURNAL VOUCHER
BANK CHARGES COST PEPSICO INDIA HOLDI LTD.
Rectification Entry Passed d Unit WH

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Proper effect given

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3. FOBO sales
Create a sales order for FOBO sales COPC / FOBO Commercial manager Process flow
DD / cheq received at the FOBO commercial locations
Manual Process
Order is created by FOBO commercial manager in SAP.
VA01
Order is forwarded to respective Unit PAMS
Manual Process
Create a Delivery basis order, priority
VL01N / VL02N / VL03N
After delivery group perform picking
VL02N / VL03N
Create Shipment document
VT01N / VT02N
Create Shipping Cost document
VI01/ VI02
Create a billing document
VF01 / VF02 / VF03
Print the billing document if the despatch is done from warehouse, if the sales is made from the plant, the print transaction is > J1IP
VF02
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Section C Variant SAP Menu Path Role SAP Transaction Code 3.1
create the FOBO sales Order
FOBO sales
Create a sales order for FOBO sales, delivery and billing process is the same as normal distributor delivery and billing process. COPC / FOBO Commercial manager Process flow
2 3 4
SN
1 2
Field
Description
Values/ Action
Type ZOR1 Create sales order 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 40 for Fobo sales distributor Type 00
3 4
Delivery and Billing process for FOBO is the same refer distributor delivery creation and billing process
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Section C Variant Process Role
4. Process Chart Distributor Export Sales process Export process Export team
Export order will be processed against Risk Guarantee instrument Letter of credit
Manual Process
Enter the Letter of credit transaction code; financial document is created as letter of credit
VX11N / VX12N / VX13N
Against the letter of credit Export order is created
VA01 / VA02
Financial document is entered in the Export order System checks the credit limit against the letter of credit
VA02
VA02
The delivery and billing process of the export sales is same as distributor Delivery and Billing process.
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Section C Variant SAP Menu Path Roles SAP Transaction Code 4.1.
4. Export sales
Create Export Financial Document
Logistics Sales and Distribution Sales Order COPC / AES ( Central Order Processing Cell , Accounts Executives ) VX11N / VX12N / VX13N
SN
1
Field
Type the Transaction code
Description
Type the transaction code in the command editor
Values/ Action
Type the VX11N transactions
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Section C Variant SAP Menu Path Roles SAP Transaction Code
4.1.
4. Export sales
Logistics Sales and Distribution Sales Order COPC / AES ( Central Order Processing Cell , Accounts Executives ) VX11N / VX12N / VX13N ( letter of Credit )
1 2
SN
1 2 3
Field
Financial document. cat Financial document. Type Company code
Description
Enter the financial document as Others Type the Two digit financial document type Enter the relevant company code
Values/ Action
Select the Financial document category as Other Enter the 05 as financial doc type Enter the co code PIH if the company is PIH or select the relevant company code
you will get the next screen
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4. Export sales
Logistics Materials Management Foreign Trade/Customs Payment Guarantee Documentary Payments Financial Document VX11N - Create VX12N - Change VX13N - Display COPC / AES ( Central Order Processing Cell , Accounts Executives ) VX11N / VX12N / VX13N - Create Export financial document
1 3 4 5 6 8 7 2
SN
1 2 3 4 5 6
Field
Customer Sold to party General Data Bank Country Bank Key Ext FD number
Description
Enter the Customer code Sold to party comes by default , this information culled directly from the customer masters Click on the general data Tab Enter the Bank country code Enter the Bank key Enter the FD number
Values/ Action
Enter the export customer code System culled data from the customer masters Enter the value in the general data tab Type the bank country code IN Enter the Bank key code of SAP CITIGN-001 Enter the FD number
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4.1.
4. Export sales
7 8
Financial Document value Lett.-of-credit currency
Enter the doc value Enter the letter of credit currency in the form of conversion you will get the next screen
Enter the Bank Guarantee value in the USD currency Enter the Letter of credit currency conversion mode.
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4. Export sales
1 1
1 0
SN
9 10 11
Field
Dates / Delivery dates Opening date Validity end date
Description
Click on the next tab Dates / Delivery dates Enter the validity date of the letter of credit Enter the end date of the letter of credit
Values/ Action
Enter the relevant information in the Dates / Delivery dates Enter the start date of the letter of credit Enter the end date of the letter of credit
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4. Export sales
1 2
SN
12
Field
Bank
Description
Values/ Action
Check the letter of credit information in Banks Tab
Click on the Bank Tab and check the information Click on the next tab Status and do the following
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4. Export sales
1 8
1 7
1 3 1 5 1 6 1 4
SN
13 14 15 16 17 18
Field
Status Document has been created A B , C, D Status
Description
Check the status of the document
Values/ Action
Check the status of the document and click on the A to D tab
Enter the date on which the document is created Click on the Document status A Time of the document created comes default Keep clicking on the B ,C and D Press B to D tab , system will propose the status tab date and time After clicking on the D status , the If the status of the document is turned as status of the document should turn as green means now you can save the green document Click on the save icon Financial document will get created if you click on the save button
The same financial document will get used in the Export Order entry, the process of export order entry is explained below.
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Create Export Orders in SAP
4. Export sales
Logistics Sales and Distribution Sales Order COPC / AES ( Central Order Processing Cell , Accounts Executives ) VA01 ZEXP order Type for Export order
2 3 4
SN
1 2
Field
Description
classification 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/ Action
Type ZEXP 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 30 for Export distributor Type 00
3 4
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4. Export sales
1 5
SN
1 2 3 4 5
Field
Sold to Party Po Number Material code Order Qty
Description
Enter the Sold to Party as export customer Enter the Purchase Order number in the free text Enter the Material code Enter the Order Qty
Values/ Action
Enter the five digit export customer code Enter the Purchase Order number in the PO text Enter the 4 digit material code Enter the Order Qty
Click on the Header and enter the Click on the Header and enter the pricing pricing and Financial document of the conditions order
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4. Export sales
SN
6
Field
Billing
Description
Values/ Action
Click on the Billing Tab and update Enter the Financial document click on the the financial document billing document After clicking on the Billing Tab check how to enter the Financial document.
Section C
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Variant 4.2. SAP Menu Path Roles SAP Transaction Code
4. Export sales
SN
7
Field
Financial Doc
Description
Enter the Financial Document
Values/ Action
Enter the Financial document created through VX13N
Go to the condition Tab and enter the Export bill amount
The next step is to enter the pricing; the pricing amount is entered material wise. The attached screen short of how to enter the price material wise:-
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4. Export sales
SN
8
Field
ZPRO
Description
Values/ Action
Select the condition type an type Enter the Condition as ZPRO ZPRO 9 Amount Enter the Amount in the amount Enter the amount material wise in the column amount column After entering the amount in the amount column click on the save button and Save the document.
The other Delivery and Billing process of the Export Orders are same. The Billing Type for the Export is ZEXP
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5.1 Recording of Promo sales Order in SAP

Logistics Sales and Distribution Sales Order COPC / AES ( Central Order Processing Cell , Accounts Executives ) VA01 ZOR1 order Type for Promo order
5. Promo sales
1 2 3 4
SN
1 2
Field
Description
Values/ Action
Type 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
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5. Promo sales
5.1 Recording of Promo sales Order in SAP Logistics Sales and Distribution Sales Order COPC / AES ( Central Order Processing Cell , Accounts Executives ) VA01
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
SN
1 2 3
Field
Sold-to party
Description
Values/ Action
Type 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
Yes / No
Share POP up message details with CE or Sales accounting manager
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5. Promo sales
5.1 Recording of Promo sales Order in SAP Logistics Sales and Distribution Sales Order COPC / AES ( Central Order Processing Cell , Accounts Executives ) VA01
1 0
1 1
1 2
1 3
SN
6 7 8
Field
Material Order Qty Plant code
Description
The 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 Click on the Edit Tab Click on the Display range Check the Free sampling material below the main material code Check the Promo / Free material code
Values/ Action
Type in the 4 digit SKU. Enter the Sales Order Qty Type 4 Digit Plant code
9 10 11 12 13 Press
Volume Edit Display range Material Promo Material
Total Order Qty Click on the Edit Tab Click on the display range lick on the display range. Check the Free Promo material code , below the main material code
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The Delivery and Billing process is same.
Section C Standard Process
6. Process Chart Distributor Sales Return process Return sales order capturing process flow
Received mail from the UMs or TDM on sales return.
Manual Process ( UMs/ TDM )
Create a Sales return order with or without reference to forward billing document
VA01
Change the return order if any return document
VA01 / VA02
List of pending orders list
YVA05
Release the sales return
VA02
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Section C Standard Process
6. Process Chart Distributor Sales Return process Delivery and Billing capturing Process flow
List of pending orders list is generated and status of the order is checked
YVA05
Shipping Team Executes Cleared orders Delivery and checks the Shipping condition and forwarding Agent (Transporters 4 digit code), Do the PGR
VL01N
VF01
Create the Return Billing document
Change the billing document and check the billing document
VF02
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Section C Standard SAP Menu Path Roles SAP Transaction Code
6. Create Sales Return Order with and without reference to billing

6.1 Create the sales return order with Ref to Billing Logistics Sales and Distribution Sales Order Sales accounting manager VA01
SN
1
Field
VA01
Description
Values/ Action
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6.1 Create the sales return order with Ref to Billing Logistics Sales and Distribution Sales Order Sales accounting manager VA01 ZRET Return sales
2 3 4
SN
1 2
Field
Description
Values/ Action
Type ZRET Product Return 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
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SN
5 6 7
Field
Billing document Billing document Copy
Description
Enter the billing document Type the billing document in the above text Click on the Copy icon
Values/ Action
Click on the Billing document for typing the billing document Give the Forward billing document text given above Click on the COPY icon
Click on the Copy icon you will get the next screen
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Section C Standard SAP Menu Path Role SAP Transaction Code

1 3 5 4
SN
1 S 3 4 5 6
Field
Sold-to party
Description
Values/ Action
Sold to party number will come from the forward billing document Sold to party number will come from the forward billing document
The Customer Code will appear by default from the forwarding Ship-to party The Customer Code will appear by default from the forwarding. Purchase order no. Type the PO number as sales return Order reason Billing block Amount Type the Order reason Billing block Check the amount of the sales return
Type the order reasons as per the dropped list Check the sales Return in the billing block Check the sales return amount
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Section C Standard SAP Menu Path Role SAP Transaction Code

SN
7 Press
Field
Delivery Block
Description
Values/ Action
Remove the delivery block before you Remove the Delivery block and save the save the return sales order return.
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Section C Standard

6.2 Create the sales return Delivery Sales and Distribution Shipping and Transportation Outbound Delivery Create Single Document VL01N - With Reference to Sales Order Shipping Executive and Shipping coordinator VL01N
SAP Menu Path Role
SN
1
Field
VL01N
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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Section C Standard SAP Menu Path Role

2 3 4
SN
2 3 4
Field
Shipping Point Selection Date Order
Description
Enter 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/ Action
Enter 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
you will come to the next screen where you have to complete the following steps
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SN
5
Field
Picking
Description
Click on the Picking Tab
Values/ Action
Click on the Picking Tab and check the picking Tab
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1 1
1 0
SN
6 7
Field
Material Plant
Description
4 Digit material code culled directly from the Order Default shipping point comes from the plant
Values/ Action
In delivery system checks the stocks in SAP
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8 9 10 11
Storage location Delivery Quantity Batch
Storage location is a logic place where I pick my stocks System will populate the Order qty as delivery qty Check the return Qty and Batch Number
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. Check the return Qty and batch number with the physically unloaded. Check the stock and click on the PGR
Post goods Receipt Click on the Post Goods Receipt
Click on the PGR Icon, the delivery document will get saved. And physical stock in SAP will Increase , the system will generate the financial entry
If you get an error while saving the Post goods receipt (PGR) please check the following steps
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1 2
SN
12
Field
Header
Description
Values/ Action
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1 5 1 4 1 3
SN
13 14 15
Field
Route Inco1 Truck Type
Description
Check the Route number Inco term is one and Two way type
Values/ Action
Route number will come from the Order and Route master updated in the system. Inco term is defined in the customer In the sales area data In customer master General data in additional data this filed is updated.
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Section C Standard

SAP Menu Path Role
1 8 1 6
1 7
SN
16 17 18
Field
Partner Forwarding Agent PGR
Description
Click on Partner Tab and update the Transporters code Partner code , is nothing but vendor code Click on PGR and save the delivery
Values/ Action
After updating the entire filed click on Save icon document.

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Section C Standard
6. Create Sales Return Order with and without reference to billing 6.3 Create the sales return billing
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
SN
1
Field
VF01
Description
Values/ Action
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6. Create Sales Return Order with and without reference to billing 6.3 Create the sales return billing
Sales and Distribution Billing Billing Document VF01 - Create Shipping Executive and Shipping coordinator VF01
SN
3
Field
Document
Description
Values/ Action
Enter the Order Number in the Enter the Order Number 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 Invoice you will get an error message. Post clicking on Save Icon the system will give following message Document XXXXXX saved ( no accounting document generated )
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6. Create Sales Return Order with and without reference to billing 6.3 Printing the sales return billing
Sales and Distribution Billing Billing Document VF02 Change Shipping Executive and Shipping coordinator VF02 Non Excise Invoice go to Print the billing document
There is no physical print out of sales return is taken at the time of sales return process
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6. Create Sales Return Order with and without reference to billing 6.1 Create the Sales order without reference to Billing
Logistics Sales and Distribution Sales Order Sales accounting manager VA01
2 3 4
SN
1 2 3 4
Field
Order Type Sales Organisation Distribution Channel Division
Description
Type the Order Type Type the relevant sales Organisation Type Enter the Distribution channel Enter the Division
Values/ Action
Enter the Order type ZRET and follow the steps Enter the Sales Organisation Enter the Distribution channel Enter the Division
Do not click on the create with reference tab at the time of all sales return sales orders created without reference to Billing.
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8. Invoice Cancellation process flow

Document flow on the cancellation process Shipping Executive , Shipping Co-ordinator Process flow
Write all the documents number you want to cancel, Start with Excise, Billing, Delivery Number and Order Number
Manual
Reverse the Excise Invoice, if you are canceling the Excise Invoice
J1IIN
Check the Cancelled Excise Entry before you go and cancel the Billing Document
J2IF
Cancel the Billing document
VF11
Cancel the Shipment Cost
VI02
Delivery Reverse (PGI reversal)
VL09
Cancel the Shipment Document
VT02N
Cancel the delivery document
VL02N
Cancel the Order document
VA02
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8.1 Invoice Cancellation of Excise Invoice CIN Indirect Taxes Sales/Outbound Movements Excise Invoice For Sales Order J1IIN - Outgoing Excise invoice create/change/display Shipping Executive , Shipping Co-ordinator Process flow
8. Invoice Cancellation
SN
Field
Description
Values/ Action
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J1IIN
Type the Transaction code J1IIN
You can also follow the standard SAP menu path and click on J1iin Transactions
or Press Enter you will get the next screen
SN
2
Field
Description
Values/ Action
Click on Red button for Excise Invoice cancellation
Cancel Excise Click on the Red Cancel Button for Invoice cancelling Excise Invoice If you click on the Red cancel icon , you will get the next screen
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4 5
SN
3
Field
Next Screen will appear Document Number
Description
Values/ Action
New screen as shown will appear on Click on Red button for Excise Invoice your screen cancellation 4 Enter the Excise Billing document Enter the Excise Billing document number in the Document Number number 5 Document Year Enter the Excise Billing Document Enter the Excise financial Year Year or Excise Document Year 6 Series Group Enter the Excise series number , this Two digit series number specific to the is unique for the Manufacturing Plant Plant Press enter you will come to the next screen , the List of Series group Is attached for your information
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7 8
SN
7 8
Field
Yes Click on the Yes button you will get the next screen
Description
Click on Yes Button and Proceed
Values/ Action
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SN
9
Field
Description
Click on Yes Button and Proceed button you will get the next screen
Values/ Action
Click on the
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1 0
SN
10
Field
Description
Click on button your document will get saved
Values/ Action
Click on red cancel icon your document will get cancelled.
Check the cancel entry through transaction code >> J2IF >> and see the cancellation is completed or not
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1 1
SN
11
Field
Description
Click on the status button to check the
Values/ Action
Click on the Execute icon and check the reversal entries
1 2
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Cancellation of billing document
CIN Indirect Taxes Sales/Outbound Movements Excise Invoice For Sales Order J1IIN - Outgoing Excise invoice create/change/display Shipping Executive , Shipping Co-ordinator Process flow
SN
12
Field
VF11
Description
Values/ Action
Enter the transaction code
Enter the Transaction code VF11 on the command editor Press enter you will get the next screen
1 3
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Cancellation of billing document
SN
13
Field
Document
Description
Enter the billing document number you want to cancel
Values/ Action
Enter the billing document you want to cancel
Press your document will get cancelled , the system will generate the new billing document with the billing type S1 , but if you cancel the sales return billing document , the system will generate the billing type S2
After cancelling the Excise document and billing document the next steps is to cancel the Freight cost document, then we will be first reversing the PGI and then we will cancel the shipment document. Caution! (Before reversing the PGI, you must ensure that the Excise and Billing document are cancelled. else there will be a difference in the Excise duty at the month end and you can not correct the entries , the only way to rectify this error is to pass manual entries with the proper approval )
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Cancellation of Shipment cost document
Logistics Logistics Execution Transportation Shipment Costs Change VI02 - Single Document Shipping Executive , Shipping Co-ordinator Process flow
SN
1 2
Field
Shipment Cost Number Click on the Yes button
Description
Enter Shipment cost document number which is to be canceled you will get the next screen
Values/ Action
Shipment cost document number
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SN
3 4
Field
Line Item Details
Description
On the overview screen select the line Item Click on Goto -> Details or press F2
Values/ Action
It will take you to freight item screen
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SN
1 2 3
Field
Settement Cancellation Save
Description
Select the settelment Tab Select the cancellation check mark Press Save button
Values/ Action
Mark the value as
Section C
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Variant 8.3 SAP Menu Path Role SAP Transaction Code
Section C
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SN
7 8
Field
Delete shipment cost document Delete Shipment Cost
Description
On the overview screen press the shipment cost document On the pop window press button
Values/ Action
Section C
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8.4
Cancellation of PGI
Logistics Sales and Distribution Shipping and Transportation Post Goods Issue VL09 - Cancellation/Reversal Shipping Executive , Shipping Co-ordinator Process flow
SN
1 2
Field
Shipment Number Execute
Description
On the overview screen enter the shipment number which is to be reversed Press Execute button
Values/ Action
Shipment number
Section C
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8.4
Cancellation of PGI
SN
3 4
Field
Click on the Empty box Cancel/ Reverse
Description
Click on delivery which you want to delete Click on the Cancel and Reverse icon or press F8
Values/ Action
Reverse the PGI , and check the stocks , you stocks in SAP will increase After clicking on the Cancel and Reverse button you will get the next screen
Section C
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8.4
Cancellation of PGI
SN
5
Field
Click on the Empty box
Description
Click on delivery which you want to delete
Values/ Action
Click on the
and go to the next screen
Section C
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8.4
Cancellation of PGI
SN
20
Field
Read the message
Description
If you get the above message , which means there is no issue in the reversal
Values/ Action
Click on the
and now go for the next steps for deleting the delivery
Section C
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Cancellation of Shipment document
Logistics Logistics Execution Transportation Transportation Planning Change VT02N - Single Documents Shipping Executive , Shipping Co-ordinator Process flow
SN
1 2
Field
Shipment Number Click on the Yes button
Description
Enter Shipmentdocument number which is to be canceled you will get the next screen
Values/ Action
Shipment document number
Section C
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Cancellation of Shipment document
Logistics Logistics Execution Transportation Transportation Planning Change VT02N - Single Documents Shipping Executive , Shipping Co-ordinator Process flow
SN
3 4
Field
Delete shipment document Delete Shipment document
Description
On the overview screen press the delete shipment document On the pop window press button
Values/ Action
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Cancellation of Delivery document
SN
1
Field
VL02N
Description
Values/ Action
Enter delivery number
Change the Delivery note and enter the delivery number Press enter the delivery number and press enter
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SN
2
Field
VL02N
Description
Values/ Action
Go to Out bound delivery and select the delete Press enter out bound delivery, you will get the drop down list, you will have to select the delete button, refer the screen shown below.
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SN
3
Field
Delete
Description
Click on the delete button
Values/ Action
Press the delete button for cancelling the delivery
Click on the delete icon you will get the next screen
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SN
4
Field
Yes
Description
Click on the yes button
Values/ Action
Press the Yes button for cancelling the delivery Before deleting the delivery is sure that you want to really cancel the delivery. And after you confirm that you want to delete the delivery click on Yes.
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Section D Standard SAP Menu Path SAP Transaction Code Roles / Resposibilities
1.1 Create Physical Inventory Document Logistics > Material Management > Physical Inventory > Phys. Inventory Doc. > Create MI01 Shipping person
1. Physical Inventory Process
2 1 3
SN
1 2 3
Field
Plant Storage Location Posting Block
Description
Name of the Plant Place where the material is stored Put a tick in this indicator column so that updation in book stock is not allowed till the end of Physical Verification process in SAP. Put a tick in this indicator column so that the current book inventory is recorded in the physically inventory document
Values/ User Action

Enter name of the plant Enter / select storage location Tick on posting block
Freeze Book Inventory
Tick on freeze book Inventory
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1.1 Create Physical Inventory Document Logistics > Material Management > Physical Inventory > Phys. Inventory Doc. > Create MI01 Shipping person
SN
5 6
Field
Material Batch
Description
Enter the numeric code in respect of material Enter batch number of the material
Values/ User Action

Enter the material code / Codes Enter Batch number/s If a material has more than one batch, you will have to enter the same material in multiple lines, one line for each batch If you leave the batch field empty and press Enter SAP will automatically fill batch numbers.
Press on the
button (SAVE).
Physical Inventory Document is created and a numeric code is assigned to the same. Please enter the respective work rules in the steps In case of Batch Managed Items always Physical Verification of stocks needs to be done batch wise and it should correlate with your batch book stock. Note: More than one material can be included in the same Physical inventory document, on different lines.
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1.2 Create Physical Inventory Count Document Logistics > Material Management > Physical Inventory Inventory Count. > Enter MI04 Shipping person
Input Required Fields Physical Inventory Document Count Date Qty
Field Value /Comments Enter Numeric Number of the document created Date on which count of materials is undertaken Quantity of materials in Physical Stock
8 9
SN
7 8 9
Field
Physical Inventory Document Fiscal Year Count Date
Description
Numeric Number of the document created Fiscal year in which count of materials is undertaken Date on which count of materials is undertaken you will get the next screen
Values/ User Action

Enter Numeric Number of the document created Enter fiscal year Enter Counting date
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1.2 Create Physical Inventory Count Document Logistics > Material Management > Physical Inventory Inventory Count. > Enter MI04 Shipping person
1 0
SN
10
Field
Quantity
Description
Quantity counted button (SAVE).
Values/ User Action

Enter the quantity as per the count at SKU level / line item
Press on the
Count entered for physical inventory document xxxxxxxx While physically verifying the materials the relevant batch number also to be noted alongside so that proper comparison can be made in respect of book batch and actual batch. Note : You can recount the material by using transaction MI11 (Recount) and then posting the count results as above.
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1.3 Post Physical Inventory Count Document Logistics > Material Management > Physical Inventory > Difference > Post MI07 Plant accountant / Unit finance manager
1 1 1 2 1 3
SN
11 12 13
Field
Physical Inventory Document Fiscal Year Posting Date
Description
Numeric Number of the document created Fiscal year in which count of materials is undertaken Date on which posting inventory adjustment document posted you will get the next screen
Values/ User Action

Enter Numeric Number of the document created Enter fiscal year Enter Posting date
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1.3 Post Physical Inventory Count Document Logistics > Material Management > Physical Inventory > Difference > Post MI07 Plant accountant / Unit finance manager
1 3
SN
13
Field
Quantity
Description
Quantity counted button (SAVE).
Values/ User Action

Enter the quantity as per the count at SKU level / line item
Press on the
Diffs in phys. inv. doc. 100000582 posted with m. doc. 4900737753 Differential quantity of material and differential value is posted into the system. Accounting document is created. System compares the book stock and physical stock as entered in the system and throws up the difference qty and difference value (based on weighted average rate. Select the line items for which you want to post the differences by ticking those lines.
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Section D Standard SAP Menu Path SAP Transaction Code Roles / Responsabilits
2. Scrapping the Stocks

2.1
Stock Scraping process
Logistics > Material Management > Inventory Management > Goods Management > Goods Issue / Goods Issue (MIGO) MB1A / MIGO_GI Stores / Shift Engineer / Shipping
Caution! :- Before you come to the scrap entry ensure you have proper approval for scrapping the Finished Goods and you need to transfer the stocks from Unrestricted to Blocked stocks through movement type 344 ( Refer User manual on I 2C )
1 2 5
SN
1 2 3 4
Field
Movement Type Plant Document Date Posting Date
Description
Key for the type of goods movement Key uniquely identifying a plant. The document date is the date on which the original document was issued Date which is used when entering the document in Financial Accounting
Values/ User Action

Enter the movement type as 555 Enter Plant Code Enter the date. Enter posting date
Place where the material is being Enter storage location as per goods stored movement The document date is the date on which the original document was issued
Storage Location
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Date which is used when entering the document in Financial Accounting
Section D Standard SAP Menu Path SAP Transaction Code Roles / Resposibilities 2.1
Filled stock Bottles to Scraping process
SN
1 2 3 4
Field
Material Quantity Unit of Measure Cost Center
Description
Field for entering the component code Field for entering the component quantity Enter the unit of measure Enter the Cost center define for the shipping
Values/ User Action

Enter the code of glass/ PET/Can Enter the qty rejected either in Nos or Cas Enter field as in Nos or Cas Enter the Cost center
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Section D Standard SAP Menu Path SAP Transaction Code Roles / Resposibilities 2.1
SN
1
Field
Reason for MVmt
Description
Field for entering the reason for movement code you will get the next screen
Values/ User Action

Enter the reason for movement code
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2.1
Click on the save Button your document will get saved. Enter Post (Ctrl+S)
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Section D Standard SAP Menu Path Role SAP Transaction Code
3. Stock transfer order out bound delivery

3.1
Create out bound delivery
Logistics Sales and Distribution Shipping and Transportation Create Single Document Collective Processing of Documents Due for Delivery VL10B - Purchase Orders Shipping Executive and Shipping Coordinator VL10B
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The shipping executive and shipping coordinator can run this report and check all the pending STOs are open for delivery.
SN
1
Field
Vl10B
Description
Values/ Action
Type VL10B transactions in command Type VL10B transaction code or follow editor field the SAP menu path
* - The Stock Transfer Order is created by the PAM/ PAC and communicated to the warehouse for processing

3.1
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5 5 2 3
SN
2 3 4 5
Field
Shipping Point
Description
Values/ Action
Enter the Shipping point from where this stock is getting despatched. Type from and to date of the delivery creation date, or any specific date open STOs you want to deliver Enter the Purchase order number if you know already
Enter the shipping point as sending plant code Deliv Creation date Enter the from and to date or a period for which you want to check the STOs Purchase Orders Type purchase order if you know the number Click on the tab or press F8
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3.1
SN
6
Field
Original document
Description
List of all pending STOs will appear in the list
Values/ Action
Check the list of all open STOs will appear on the screen
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3.1
SN
7 8 9
Field
Select the line item Background
Description
Click on the left extreme screen and select the line item for creating the delivery Back ground tab will create the delivery Show / hide delivery
Values/ Action
Click on the left extreme bar and select all the STOs which you want to create the delivery Click on the back ground Tab to create the delivery
A delivery will get displayed once has been clicked Check the next screen and see that the delivery has been created or not?
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3.1
The above screen shot is after the step 8 is performed.
1 0
The above screen short is after the step 9 is performed.
SN
10
Field
Document
Description
Values/ Action
Delivery document is created in the Delivery document is created in the system system Double click on the document you will get the next screen as shown below
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3.1
1 1
The above screen will appear on your desktop
SN
11
Field
Description
Click on the icon , the rest of the delivery steps are same as distributor billing
Values/ Action
By clicking on the you can enter in to VL02N change delivery document screen
Click on the icon you can directly enter in the VL02N transaction of change our bound delivery, the screen short is attached for your reference.
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3.1
1 2
SN
12
Field
Header
Description
Values/ Action

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Shipping user guide

3.1
1 4 1 3
SN
13 14
Field
Shipment Partner
Description
Click on the shipment data and update the required information Each Transporters in the system is created as Vendor
Values/ Action
Update the required information in the shipment Tab Enter the transporters code or forwarding agent code
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3.1
1 5
1 6
SN
15 16
Field
Route Truck Type
Description
Check the Route number
Values/ Action
Route 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.
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3.1
1 7 1 8
SN
17 18
Field
Partner Forwarding Agent
Description
Click on Partner Tab and update the Transporters code Partner code , is nothing but vendor code
Values/ Action
After updating the selected filed click on Save icon document.
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Section D Standard SAP Menu Path Role

3.4
Picking
SN
1
Field
VL02N
Description
Values/ Action
Enter 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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3.2
Picking
2 3
SN
3
Field
Outbound Delivery
Description
Type the delivery no and update the picking qty
Values/ Action
Type the delivery number and update the picking
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3.2
Picking
5 6 7 8
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3.2
Picking
SN
4
Field
Picking
Description
Click on the Picking Tab
Values/ Action
After clicking on the Picking Tab , you can see the Material line item with Delivery Qty 5 Storage location Storage location Type the storage location from where you want to deliver the stocks 6 Delivery Qty Delivery qty is same as PO qty System checks the stocks before delivery gets created 7 Picking Qty Enter the Picking Qty as per Loading Enter the Picking Qty as per Loading slip slip. 8 Batch Type the Batch number as per the Batch numbers enter in the loading slip 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 )
Section B
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Standard

3.3 Create
shipment document
SAP Menu Path Role
2 3
SN
1 2 3
Field
VT01N Transportation Planning point Shipment Type
Description
Type VT01N code for creating the Shipment Document A group of employees responsible for transportation activities Specifies what type of transportation processing is to be performed button you get to the next screen
Values/ Action
Type VT01N for creating the Shipment Document
4 Press enter or click on
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Section B Standard SAP Menu Path Role

3.3 Create
shipment document
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3.3 Create
shipment document
SN
5 6 7
Field
Add Deliveries Deliveries
Description
Press this button and new screen will pop up to enter delivery number Enter the delivery number for the shipping point Delivery Number Press the button or F8
Values/ Action
Press the button Press enter
Execute
SN
Field
Over view
Description
Click button overview of shipment
Values/ Action
Press Over view of shipment
It will take you to the Overview Screen.
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3.3 Create
shipment document
In the above screen, one by one click on Planning, Check-In, Loading start, Loading end, and Shipment completion.
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3.3 Create
shipment document
9 10 11
12
SN
9 10
Field
Shipping Condition Special Processing Indicator
Description
This 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/ Action
Enter the Shipping Condition Z1=ONE WAY Z2= TWO WAY Enter the Special Processing Indicator
11 12
Container ID
This field denotes the Truck Number Press Copy
This will get populated from the delivery document and editable if required.
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13
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 SAP Menu Path Role

3.4 Create
shipment cost document
SN
1 2
Field
Shipment Number
Description
Enter the shipment number for which the shipment cost document to be created Enter or press new screen it will take you to
Values/ Action
Shipment Number Open a new screen
Press
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3.4 Create
shipment cost document
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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3.5
Create the Billing of stock transfer orders
Sales and Distribution Billing Billing Document VF01 - Create 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.
SN
1
Field
VF01
Description
Values/ Action
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3.5
Create the Billing of stock transfer orders
Sales and Distribution Billing Billing Document VF01 - Create Shipping Executive and Shipping coordinator VF01 SAP Transaction Code
SN
3
Field
Document
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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Section D Standard

3.6
Print Stock Transfer billing document
SN
7 8
Field
VF02
Description
Type VF02 transaction code at the command field Enter billing document number
Values/ Action
Type 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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Section D Standard

3.6
1 0
SN
9 10
Field
Billing document Issue output to
Description
You will get the List of option to crate the billing document Select the out put. click on the issue tab
Values/ Action
Type VF02 at the command field Select the issue Tab
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Section D Standard

3.6
1 1
1 2
1 3
SN
11 12 13
Field
Z003
Description
Duty paid VAT Invoice Click on the Print Icon to print the Invoice Click on for Print Preview
Values/ Action
Select the Relevant out put type and print the Invoice
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3.7
Create Stock Transfer Excise billing document
SN
1
Field
J1iin
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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3.7
SN
3
Field
From Billing
Description
Click on the from billing document
Values/ Action
Click on the from billing tab and enter the billing document.
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Section D Standard

3.7
SAP Menu Path Role
SN
4
Field
Billing document
Description
Enter the Billing document
Values/ Action
Enter the billing document
Press enter or click on the
Section D
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Standard

3.7
SAP Menu Path Role
6 7
SN
5 6 7 8
Field
BED Ecs SEcess Save
Description
Basic Excise Duty Education Cess Secondary Higher Education Cess Click on the Save icon
Values/ Action
Check 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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Section D Standard

3.8
Print out of Excise Stock transfer Invoice
SAP Menu Path Role
SN
1
Field
J1IP
Description
Values/ Action
Enter 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 Section D
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Standard

3.8
SAP Menu Path Role
2 3 4 5 6
SN
2 3 4
Field
Excise Year Excise Invoice Date Series Group
Description
Enter the Excise Year Enter the current date Enter the Excise Series Group
Values/ Action
Enter 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 Non excise Invoice state 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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3.8
7
SN
7 8 9 10
1 0
Field
Click on check box Print - Display Status
Description
Click on the Check box to Click on the Print invoice Click on icon to print the
Values/ Action
Click 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 D
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Standard

3.9
YGATE, process is same as referred In the Page Number >>> 64
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Section D Standard Process Role
4. Process Chart Goods Receipt Processing Goods Receipt Process Shipping Executive and Shipping coordinator
Check the Stock in Transit details
MB5T
Unload the stocks and identify the actual losses
Manual
Record the total stock receipt
MIGO
Check the Stock in SAP and Physical
Manual Process / MMBE
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4. Goods Receipt
4.1 Goods Receipt at warehouse Logistics Materials Management Purchasing Purchase Order Follow-On Functions MIGO - Goods Receipt Shipping Executive / Shipping Coordinator MIGO
SN
1
Field
MIGO
Description
Enter the Transaction code
Values/ Action
Click on the Transaction code
Enter the transaction code MIGO and press enter
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Section D Standard SAP Menu Path Role 4.1
4. Goods Receipt
Goods Receipt at warehouse
Logistics Materials Management Purchasing Purchase Order Follow-On Functions MIGO - Goods Receipt Shipping Executive / Shipping Coordinator MIGO
3 3 5 7
SN
1 2 3 4 5 6 7
Field
Goods Receipt Outbound Delivery Delivery Number GR goods receipt Delivery Note GR/GI slip no Header Text
Description
Select the Goods Receipt Select the Outbound delivery as selection filed Type Delivery number Check the goods receipt movement type Type delivery number in the Delivery Note field Enter the GR , GI slip number Enter the Header Text
Values/ Action
Enter the Goods Receipt for receiving the finished stocks Select the Outbound delivery in the selection filed Type the delivery number next to the Outbound delivery The Finished goods movement type should always be 101 Enter the delivery number in the Delivery field Enter the Header as Transporter name of code or Truck number
After entering all the field , press enter
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4. Goods Receipt
1 2
9 1 0
1 1
SN
8
Field
Where
Description
Click on the where Tab and update the
Values/ Action
Enter the Goods Receipt for receiving the finished stocks
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4. Goods Receipt
9 10 11 12
Storage Location Text Item OK
Storage location , where we keep the saleable stocks A user specific note needs to be written in this field Click on the Item OK , after you complete all the information
Select the STNP as storage location Type the user specific note Click on Item OK , this Item OK will be one for all the line item in the MIGO screen Click , check box before posting the document
Click , check box Click , check box before posting the before posting the document document Click on Save , button , the system will post the document and stock will increase in the system , check the stock VS physical Check the MB5T report; you will not get the document in transit because you have post the good receipt.
If you run the MB5T report today and you see some open document are in the report which means, the there are stocks which in transit and physically not received by you or you have physically received the stock and no recording is done in SAP. Please check the MB5T report on a daily basis.
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Section D Variant
5. Process Chart Empty (Glass) Return process
Distributor communicates approximate glass available with him at the time of placing indent
Approximate glass arrival date calculated basis date of Indent+1 (Tentative dispatch date)
Truck arrives at Security gate from the distributor point
Manual Process Distributor / CE)
Enter SKU wise empties in the truck in a log as per the ERV
VA01 / VA02
Unload Truck basis ERV-1 document
Manual Process
Change the Order as per ERV-1 documents post unloading the vehicle
VA02
Enter the Forward losses and Return empty glass losses
VA02
Enter the Forward losses and Return empty glass losses
VA02
Create the Delivery
VL01N
Generate the Billing document
VF01
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Section D Variant SAP Menu Path Role SAP Transaction Code
5. Empty receipt and transfer out

5.1 Logistics Sales and Distribution Sales Order Gate Security and Shipping in charge VA01
Recording of Empty return order in SAP
SN
1
Field
VA01
Description
Values/ Action
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Section D Variant Manual Process

Prim / ary Transit Q uality Short O pen Burst Breakage S econdary W arehouse Breakage Route Breakage

5.1
Q uality Carbonation Low Fill H Fill igh Leaking W rong Crown Foreign M atter Expired Product Burst Bottle Puffed Tetra H ogenisation om D ecolourisation
Ch ipneck
Primary /Transit Losses - Primary losses will be captured in ERV-2, transit breakages above
norm will be debited to Transporter. The distributor will get credit in his A/R and consignment basis ERV-2. Except quality losses. Separate staking of Quality losses will be done for Audit verifications.
Secondary Breakages - Fix a per c/s norms like .20 paise per c/s as glass breakages on BSD
volume ( Primary ) which will include liquid and bottle rates. Except Quality losses will be done through Audit verification.
Chipneck - The distributor has to sort and stack the chipneck bottle/ creates separate and also
mentioned clearly on the ERV-1, the same will be accepted from the distributor and the distributor will not be penalized .
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Section D Manual Process

5.1
Quality Loss checking will be done through external Auditors. Types of Quality Stock Loss
Low Fill / High Fill Where the beverage quantity in the bottle is less or more than normal.
This variation should be clearly visible to a layman. The seal of the crown/cap should be intact.
Carbonation problem In PET bottles only. This is due to a lower quantity of CO2 in the
bottle than prescribed. Such a bottle will cave in on pressing with the thumb. The seal of the crown/cap should be intact.
Leaking This would happen if the Crown (Glass Bottle) / Cap (Pet Bottle) has not been
secured properly. The seal of the crown/cap should be intact.
Wrong Crown/Bottle Where either a wrong crown has been used or the beverage has
been filled up in the wrong bottle. The seal of the crown/cap should be intact.
Foreign Matter Where some foreign matter can be seen inside the beverage. The seal of the crown/cap of the bottle should be intact. Expired Product Where the date has crossed the Best before Date (BBD) printed on the
Bottle/Cap/Crown. The seal of the crown/cap should be intact.
Burst Bottles This would be applicable to only Glass bottles. Bottles, which qualify under
this category, are those where the neck of the bottle has broken, but the broken neck is available (with the crown intact on the neck) for inspection
Slice / Mangola Brand only Puffed Tetra - The tetra pack may become swollen and puff out in a few places
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Section D 5.1
Role
Security In charge
5 2 3
SN
1
Field
Order type
Description
Values/ Action
Type the 4 digit code of the Order Type ZRE2 Select the sales organisation / Company code for e.g PIH = 1000, ADSC = 3000 etc... Type of channel defined as, 10 Indirect, 20 Direct etc... We have used only one group type 00 Against the filled stock which distributor has received and highlighted the open and shortages losses
A classification that distinguishes between different types of sales Document. 2 Sales Organisation An organizational unit responsible for the sale of certain products or services 3 Distribution The way in which products or services channel reach the customer 4 Division A way of grouping materials, products, or services Press enter you the next POP up screen will appear 6 Billing Document This is the Forward Invoice number for which distributor has received filled stock.
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Section D 5.1
Role
Security In charge
5 2 3
SN
1
Field
Order type
Description
Values/ Action
Type the 4 digit code of the Order Type ZRE2 Select the sales organisation / Company code for e.g PIH = 1000, ADSC = 3000 etc... Type of channel defined as, 10 Indirect, 20 Direct etc... We have used only one group type 00 Against the filled stock which distributor has received and highlighted the open and shortages losses
A classification that distinguishes between different types of sales Document. 2 Sales Organisation An organizational unit responsible for the sale of certain products or services 3 Distribution The way in which products or services channel reach the customer 4 Division A way of grouping materials, products, or services Press enter you the next POP up screen will appear 6 Billing Document This is the Forward Invoice number for which distributor has received filled stock.
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Section D 5.1
Role
Security and Shipping Executive
4 6
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Section D 5.2
Recording of Empty return order in SAP Including Liquid loss

Values/ Action
Type the 10 digit code of the customer The Sold-to party code is defaulted
SN
1 2 3 4 5
Field
Sold-to party
Description
The Customer Code from whom we have received the empties and stock loss claim- ERV-1 document Ship-to party The Customer Code from whom we have received the stock loss and empties glass. Purchase order no. Field to capture reference number Material Plant code
Enter the CE name or some logical name or Invoice Reference number. The three digit glass code and four Type in the 4 digit SKU for forward filled digit material code for which the stock stocks and three digit code for empty loss is reported by distributor glass Check the plant code , ensure plant is Type 4 Digit Plant code same where physical unloading of empties is completed Select the use code as Open bottles and Shortage forward bottles Use codes are used for classifying the type of losses
Use code
Double click to go to next condition field and 7 Amount This Net value is the amount that will be credited to distributor account Net value gets calculated and updated basis pricing set in the system
Press ENTER The system will POP up one screen shown Below
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Section D 5.2
Recording of Empty return order in SAP Including Liquid loss Shipping and Security
Role
1 2 3
SN
1
Field
Arrival at Distributor Point
Description
This filed we have to capture truck arrival at distributor point
Values/ Action
Arrival date and time needs to be entered at the security gate as per ERV- 1 document 2 Departure from Vehicle departure time from Vehicle departure date and time needs Distributor Point distributor location to Plant to be entered in the field 3 Truck Reporting at Truck reporting date and time at the Vehicle reporting date and time is the Plant gate plant security gate is required to know entered in this field. the how many trucks are waiting with the empty glass bottles 4 Truck gate in time The truck is taken in to plant for Enter the vehicle in time and date at Plant loading of fills and unloading of empty glass Press ENTER The system will create the Return Order
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Section D Variant SAP Menu Path

5.3
Empty Return Delivery recording process
Logistics Sales and Distribution Shipping and Transportation Outbound Delivery Create Single document With Reference to Sales Order Sales
SAP Transaction Code VL01N You can open parallel sessions on your machine so while you are delivering material you can also create sales orders in another screen. However multiple sessions will slow down the system so use it carefully
2 3
SN
1 2 3
Field
Shipping point/ receiving pt Delivery creation date Order
Description
The depot code from where the material will be delivered Current date is defaulted
Values/ Action
The depot code will be defaulted for each user. Delete the date in the from field and Keep it empty. IN the to date put the current date. Enter the return Order Number
The Return Order number for which you want to create the delivery Press enter and go to the next screen for Post goods Receipt
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Section D Variant SAP Menu Path

5.3
Empty Return Delivery recording process
Logistics Sales and Distribution Shipping and Transportation Outbound Delivery Create Single document With Reference to Sales Order Sales
SAP Transaction Code VL01N You can open parallel sessions on your machine so while you are delivering material you can also create sales orders in another screen. However multiple sessions will slow down the system so use it carefully
2 3
SN
1 2 3 4
Field
Ship to Party Delivery .creation date Delivery Quantity Pick Quantity
Description
The Ship to party code defaults from the sales order Current date is defaulted Delivery Quantity is defaulted from sales Orders Delivery Quantity
Values/ Action
The depot code will be defaulted for each user. Delete the date in the from field and Keep it empty. IN the to date put the current date. Default value from sales order Default value from sales Order
Click on the button and check >> go to the shipment tab >> and check the route , truck , and Forwarding agent 5 Post Goods Receipt Post Goods receipt is nothing but receipt of goods in the Plant Click on the PGR , the distributor glass account will be credited and plant empties stock will Increase
ity
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Section D Variant SAP Menu Path SAP Transaction Code VF01 You can open parallel sessions on your machine so while you are delivering material you can also create sales orders in another screen. However multiple sessions will slow down the system so use it carefully

5.4
Create Billing document for Liquid Loss
Logistics Sales and Distribution Billing Billing document Create
SN
1
Field
Document
Description
Return order number , Empty sales Order is given as reference
Values/ Action
Enter Sales return order number in the document field.
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Section D Variant SAP Menu Path SAP Transaction Code VF01 You can open parallel sessions on your machine so while you are delivering material you can also create sales orders in another screen. However multiple sessions will slow down the system so use it carefully

5.4
Create Billing document for Liquid Loss
Logistics Sales and Distribution Billing Billing document Create
SN
1 2
Field
Billing type Net Amount
Description
The billing type determines the credit value Net Value is the amount which will get credit In the distributor account
Values/ Action
ZRE2 is the billing type Net value calculated from order
Press
the system will generate a billing document for Open and Shortage losses
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Section D Variant SAP Menu Path Roles SAP Transaction Code

5.1 Logistics Sales and Distribution Sales Order Shipping Executive and Shipping Co-ordinators VA01 ZEXG order Type for Empty Transfer out r
Recording of Empty transfer out order
2 3
SN
1
Field
Order type
Description
Values/ Action
A classification that distinguishes Type the 4 digit code of the Order Type between different types of sales ZEXG Document. 2 Sales Organisation An organizational unit responsible for Select the sales organisation / Company the sale of certain products or code for e.g. PIH = 1000, ADSC = 3000 services etc... 3 Distribution The way in which products or services Type of channel defined as, 10 Indirect, channel reach the customer 20 Direct etc... 4 Division A way of grouping materials, We have used only one group type 00 products, or services Press enter and Create the sales orders , the Order creation , Delivery process is same No Pop Up screen will appear while saving the Order The Delivery Note will get generated after the PGI is completed the step to generate Note is explained below :-
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5.2
Printing the stock transfer out order
Logistics Sales and Distribution Sales Order Shipping Executive and Shipping Co-ordinators VL02N ZEXG delivery for printing
SN
1
Field
VL02n
Description
Enter the Vlo2n in the command editor
Values/ Action
Type the VL02n in the command editor
Press enter for next screen
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5.2
Logistics Sales and Distribution Sales Order Shipping Executive and Shipping Co-ordinators VA01 ZOR1 order Type for Promo order
SN
2
Field
VL02n
Description
Enter the Outbound delivery number
Values/ Action
Type the VL02n in the command editor
Press enter for next screen
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5.2
Logistics Sales and Distribution Sales Order Shipping Executive and Shipping Co-ordinators VA01 ZOR1 order Type for Promo order
SN
3
Field
Issue Delivery Out
Description
Click on the Issue out put
Values/ Action
Select the out put type LD00 Print or preview the document
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Section E Variant SAP Menu Path Role SAP Transaction Code
APPENDIX - Direct warehouse process summary

Flow Charts of Direc
Sales
Page
DIRECT
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Section E Variant SAP Menu Path Role SAP Transaction Code
APPENDIX - Direct warehouse process summary

Account Rece
Direct Warehouse
Retailers
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Section F Q&A
1. Frequently asked Questions
Questions and Answer ( Please read the Answer before you log the issue in solution manager ) Frequently Asked Questions Q -1 > When we Run the ZFRC, we are getting an error that the Transporters code, Route number, Vehicle type not maintained? A -1 > You are getting this error because the freight masters are not maintained for the above routes, please speak to your PAC (Product availability co-coordinator) or PAM (Product availability manager) or Unit finance team. Q - 2 > Excise is not reversed in the Invoices. Why? A -2 > This is a common issue raised by users , this error comes when you dont follow the cancellation process , the correct cancellation process are :In Excise Plant Reverse the Excise ( Modvat Utilization ) J1IIN Cancel the Billing document VF11 Reverse the Delivery VL09 Cancel the Delivery VL02N In Duty paid Plant / Warehouses NA Cancel the Billing document VF11 Reverse the Delivery VL09 Cancel the Delivery VL02N
Check the flow of the cancel and follow the steps mentioned above. Q-3 > Material in Batch (x) is not showing in Picking however its show in MB52? A-3 > Check the stocks with transaction code MMBE and click on the balance stock, you will get the details on Order qty blocked for delivery and Invoices or run the VL06O report for the customer and material, check the delivery created but picking is not done. If you still not able to find out the, check the MD04 report. In MD04 if you get some orders which are delivered and Billing is completed, than log the issue in solution manager. Q- 4 > While creating the Order the message is coming Next customer review date has passed this error is stopping the delivery process, why? A-4 >This error will come when you have not yet uploaded the trimester limit , this error will blocked your sales orders , the solution of the above error is as under Speak to Finance team and ask them to update the trimester limit. ( Log issue with approval through solution manager ) You can also release the Order through VKM3 , if you have approval as per authority matrix Q-5 > At the time of Post Goods Issue system gives an error that Batch is expired why? A-5 > This is a standard SAP message , this error comes when there is a mismatch between your physical and SAP stocks , you need to take the special approval from Quality Head and log the issue through solution manager. Q-6 > What is the Transaction code for taking cancelled EXCISE Print out? A-6 > Y1IP Q-6 > What is the Transaction code for checking the YGATE report? A-6 > Y_PRO_70000007 - Gate Out Entry Report
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Section F Q&A

Questions and Answer ( Please read the Answer before you log the issue in solution manager )
Frequently Asked questions
Q 7 > There were certain indents (both at plant and warehouses) which were cleared out of credit block through VKM3. However, it was getting into Credit block time an again. Why? A 7 > Indents were going in to block due to non availability of stocks, when you do the VKM3 please check the order value and availability of stocks. Q 8 > Loading Slip printing is not happening? A 8 > This issue comes when the printer is put on OFF mode or the new plant or warehouse is created , check the printer settings and if you find it ok , log the issue in solution manager. Q 9 > What is the transaction code for Order fill rate report? A 9 > YODFR Q 10 > I am not able to create order for SKU XXXX & XXXX for X cases respectively .the display msg is "PRICING ERROR A 10 > Please contact finance team before you log this issue to solution manager, these message comes when the pricing is not updated in SAP. Q 11 > Distributor billing is completed, stock reached at the distributor location, but some body by mistake cancelled the Invoice? A 11 > This is a common issues raised by users, first of all these issues should get captured immediately through three critical reports >> VL06O, VF04 and VFX3. These issues need to be rectified ASAP else this will have impact on Sales and month closing. To rectify issue at the early stage create the Invoice and close the issue. Or report through solution manager. Q 12 Distributor glass account shows balance but credit is not received in SAP A 12 This issues comes for the following reasons :Delivery is created but PGR is not done. Q-13 We had received the Mix glass but there is no code is available. A 13 No mix code is created in SAP and as SOP we are not suppose to accept the Mix Glass. Q-14 When we book the Half filled system is not capturing the empty glass in the stock A-14 The current system does not add Half filled empty stocks in the empty glass.
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Section F Q&A
1. Frequently asked Question

Questions and Answer ( Please read the Answer before you log the issue in solution manager )
Frequently Asked Questions
Q-15) Why Upload is summarized at Warehouse Level? Because When a customer is shifted from one route to another then, the outstanding A/R of the customer in ASDOS will move to the new route automatically. But because data in SAP would have been summarized at route level, manual adjustment would have been required to adjust the same in SAP, which does not seem feasible. Reconciliation of Sales, Sales Return, Empties, Consignment, Deposit, A/R, etc. data between ASDOS and SAP is required. If data is uploaded route wise then this process would have required exclusive resource to perform the activity whereas if uploaded warehouse level this activity will take hardly any time. Too complicated interface is difficult to sustain. If not validated and managed properly, is bound to bring in inconsistency in data, leading to inaccurate information.
But
Appreciating the fact that route wise information is still required at Unit/MU office and also have to be consolidated along with plant and indirect warehouse data, a reporting tool (OSC) outside SAP has been identified to generate the required information.. Q-16) Why is there difference in Direct Warehouse upload at the warehouses? The differences due to which JV is posted are mainly due to processes of AR and Other Income viz : 1) Cheques collected from Cash parties at all Mumbai WHs which is not a standard process. 2) Short cash taken from Route Agents at Chandigarh WH. 3) Discounts entries centralized to Key Accounts with agreement in PIH and Direct WH being in ASDC at Kanpur WH. 4) Branch entries for payments received in other Units at ROM WH. 5) Discount on Other Income SKUs like Co2, Cups, Lids/Straws at Mumbai WHs. 6) Other Income value getting deducted from AR upload at Chandigarh WH (this point is linked to point no. 5 as Discount on Other Income is not supposed to be given.)
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Section F Variant SAP Menu Path Role SAP Transaction Code
Shipping Executive , Shipping Co-ordinator Questions and Answers
Q-17) what is the role of securities in the warehouses /plants? A-17) Security in charge will record in & out timings of Authorized person to be with the truck. And he will maintained the Gate register, some mandatory transactions as , date in, date out, truck reporting time, truck in time, truck out time , truck no , inv no, date , db name, total cases, driver & security signature and also he will counter check the stocks in total at the time of truck receipt / Despatch from the premises. He will verify the name and address as per the transporters trip sheet and physical invoices are same. Q-18) what is the role of loading supervisor in the warehouses /plants? A-18) EMPTIES LOADING / UNLOADING / CCX TRANSACTIONS Loading supervisor should count - load / unload the truck and the dc should be prepared by shift supervisor, the shift supervisor will check the distributor dc to record the same, any differences to be highlighted to the npci concerned, he will also Check sign of the shift supervisor / driver on the face and back of the delivery challans, the same should be counter checked by the security at the gate premises. Q-19) what steps need to be followed before you do the Physical Verification of filled and empties in the Plant / Warehouse? A-19) the following points needs to be completed before we start the physical verification count. Daily verification of the same to happen at a given cut off time VF04 - PGI completed but invoice not generated (impacts fg) VFX3 - ZFRC incomplete - no accounting documents generated VL06O (picking) only loading sheets generated picking not done VL06O (goods issue) picking completed but PGI not done Check for pending transactions needs to be completed (loading, unloading, accounting pmry breakage) Ensure the above points should be completed and then perform a physical verification. Q-20) What is the Transaction code for YGATE cancellation? A-20) YGATECANCEL Q-21) How VAT invoice is getting printed in the system? A-20) The current system is configured as for distributor who has TIN number, the system will print Tax Invoice, if the distributor TIN number is not updated the system then it will print Normal Invoice.
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Section F Variant SAP Menu Path Role SAP Transaction Code All Shipping Users Questions and Answers
QUESTION PAPER
SD _ QUESTIONNAIRE
S. N0 1 Tick the correct Anwers from the Choise of three What is the T-code for Pending Order display? a) YVA03 2 b) YVA04 c) YVA05
What is the T-Code for Customer Creation? a) XD01 b) XD02 c) XD03
Which T-Code can be used for doing a PGI? a) VL02N b) VL03N c) VL01N
Which T-Code is used for generating Duty paid warehouse Invoice? a) VF03 b) VF02 c) VF01
Which T-Code is used for printing the Excise invoices? a) J1IC b) J1IP c) Y1IP
Which T-Code is used for Display customer masters? a) XD03 b) XD01 c) XD02
Which T-Code is used for checking the list of Orders without picking is done ? a) VL05O b) VL06O c) VL04O
Excise detrmination in the factory sales can be done through which T Code? a) J1iin b) Y1iin c) K1iin
How can a blocked sales order be released? a) VKM4 b) VKM2 c) VKM3
10
Which T-Code is used for creating the Delivery Group in the system? a) VGM1 b) VGM2 c) VGM3
11
What do you do for releasing the sales order in VKM3? Release a) Red Flag Release b) Green Flag Release c) Yellow Flag
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QUESTION PAPER
SD _ QUESTIONNAIRE
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12
What is the sales document type for creating a Sales Order? a) ZOR2 b) ZOR3 c) ZOR1
13
What is the Sales document type for creating a claim order? a) ZFOC b) ZCLM c) ZRET
14
How many Active Distribution channel exist in the system? a) Six b) Four c) Five
15
Which client does one have to log into to in the SAP system? Pepsi _ a) Production Pepsi _ b) QAS Pepsi _ c) Dev
16
Which Icon is used to Create a new session in SAP? a) b) c)
17
Which of the following icon help us in showing document flow? a) b) c)
18
How will you check the price masters in the system? a) VK11 b) VK13 c) VK12
19
What is the finished goods material types? a) UNBW b) ZERT c) FERT
20
Where can you view the Default Delivering Point of a Distributor ? Which Master? a) Material b) Customer c) Vendor
21
In which Storage Location we account our Empty Glass? a) PROD b) STNP c) STPD
22
The system determined batch by ? a) FIFO b) FEFO c) LIFO
23
In Excise plant , name the first transaction code which gets used for cancellation ? a) VF11 b) J1IIN c) VF02
QUESTION PAPER
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SD _ QUESTIONNAIRE
24
S ales O rgainsa a) A D S C
25
D istribution ch a) D irect
26
W are the ba hat a) P T00

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Shipping User Guide

SD User role Guide Version No. 1.1 / Dated 16.12.2009

Shipping user guide

Process Documents Master List

Shipping user guide

How to use this book?

Shipping user guide

Shipping user guide

Frequently Asked Questions

Shipping user guide

Click here to logon

Shipping user guide

2. Commonly used SAP icons

Learn to use Keystrokes instead of icons, it is faster

Shift + F3 Esc F12 Ctrl + F

Exit Cancel Find

Create New Session

Differs in different screens

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

Shipping user guide

2. Commonly used SAP Icons

Shipping user guide

3. Transactions and authorizations

Description of the transaction

Transaction used by Role Name

Post the Pay-in-slips NA

Shipping user guide

4. Reports and authorizations

Description of the reports

Reports used by Role Name

Shipping user guide

5. List of Sales Order Type used and Abbreviations

Shipping user guide

6. Sales pricing and commonly used terms

Meaning (Condition of Claim Exp in SAP )

Meaning (Condition of Claim Exp in SAP )

Shipping user guide

Section A Standard Process

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

Shipping user guide

Section A Standard Process

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

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

Shipping user guide

Section A Standard Process

Loading slip Manual Process

Picking place with the signed loading slip

Create Shipment document

Create Shipping Cost document

Generate Billing (Invoicing)

Shipping user guide

Section A Standard Process

10. Process Chart Sales order Processing Collection Process flow

Shipping user guide

1. Recording of Sales Order in SAP

Create Sales Order

SAP Menu Path Roles SAP Transaction Code