1.1.

FI Invoices Booking ............................................................................................ 4

1.1.1.
1.1.2.
1.1.3.
1.1.4.
1.1.5.
1.1.6.
1.1.7.
1.1.8.
1.1.9.
1.1.10.
1.1.11.

Electricity Bills...............................................................................................................4
Telephone Bills .............................................................................................................7
Superbazar & Provision bills........................................................................................ 12
Railway Bills ............................................................................................................... 15
Miscellaneous bills ...................................................................................................... 18
Imprest Bills ................................................................................................................ 21
Employee Travel Bills.................................................................................................. 24
Employee LTC and Anywhere India LTC Bills ............................................................. 28
Settling in Allowance bills from Employees.................................................................. 33
Employee Claims. ................................................................................................... 36
Recurring Rent Booking........................................................................................... 38

1.2.

Bank Guarantees Received from Vendors...................................................... 42

1.3.

Security Deposits & Earnest Money Deposits ................................................ 45

1.4.

Letter of Credit .................................................................................................. 50

1.5.

Payments to Vendors ....................................................................................... 53

1.5.1.
1.5.2.
1.5.3.
1.5.4.

Vendor Down Payments ............................................................................................. 53

Vendor Down Payments Clearing................................................................................ 58
Vendor Invoice Payments ........................................................................................... 61
Employee Salary Payments ........................................................................................ 64

1.6.

Vendor Account Clearing ................................................................................. 68

1.7.

Tax Deducted At Source & Works Contract Tax ............................................ 71

1.8.

Advances to Employees ................................................................................... 76

1.8.1.
1.8.2.

1.9.

Advances to Employees Managed in HR Module ........................................................ 76

Advances to Employees Managed in FI Module .......................................................... 81

Correspondence with Vendors ........................................................................ 85

1.9.1

1.10.

Correspondence with Vendors .................................................................................... 85

Loans to Employees ......................................................................................... 87

1.10.1.

Loans to Employees Managed in HR Module........................................................... 87

Business Blueprint

Version 1

1. Accounts Payables
1.1. FI Invoices Booking
1.1.1.

Electricity Bills

Processing of Electricity Bills

1.1.1.1.

Scope

Electricity Bills covering all areas under SCCL.

1.1.1.2.

Requirements / Expectations.

Requirement is to correctly capture the Electricity expenses cost centre wise so as to get
meaningful reports.

1.1.1.3.

General Explanations (as-is)

The bills raised by respective Electricity Distribution Companies are scrutinized by

Area E&M Dept and sent to F&A for payment.
F&A will check the calculations and advise the amount payable to Hyderabad F&A.
The Hyderabad F&A. will consolidate all the bills and send advises to AP Genco and
AP Transco the amount adjustable from our coal bills by AP Genco as per the
provisions of FSA with AP Genco.

1.1.1.4.

Trigger:

Receipt of Electricity Bills from AP Genco & AP Transco.

1.1.1.5.

Functions and Events (To-Be)

PROCESS
Work Step

Description

Business Blueprint

Performed
by

SAP
Transaction/
Function

Remarks

Version 1

1. Electricity
Bills
Verification

Electricity Bills received

from AP GENCO & AP
TRANSCO are sent to E&M
for Verification.

E&M

External

2.Invoice
Booking.

On verification E&M shall

forward it to F&A for
Accounting .

F&A

SAP - FB60

Hyd F&A

External

Hyd F & A

SAP/ F110

Hyd F & A

External

Hyd F & A

SAP / F-58

3.Invoice
Adjustment

4. Invoice
adj with
Coal Bills
5.Account
verification

6. Direct
payment.

In case of Dispute the Invoice

Booking should be done for
the agreed amount only.
Hyd F&A shall advise AP
GENCO & AP TRANSCO to
adjust against the COAL bills
as per FSA.
In case of Dispute an
intimation is to be sent to
Areas to take up with the
respective DISCOMs.
AP GENCOs power bills are
to be adjusted with Coal bills
which are billed thrice in a
month.
AP GENCO shall send an
advice showing the
adjustment being done from
their end. The same can be
cross verified with what have
been done in the above step.
Incase no adjustment is to be
made with AP GENCO ,
payment can be made to
APTRANSCO by way of
Cheque.

1.1.1.6.

After verification a mail to be given

to Hyd F&A from Area finance.

This adjustment /internal knock off

will show the net amount to be paid
or received. Periodicity of running
this should be decided as per FSA.

Special Organizational considerations

None

1.1.1.7.

Business Blueprint

Business Model

Version 1

Electricity Bills
Electricity Bills received are
sent to E&M for verification.

Invoice booking of Electricity Bills

against AP Genco & AP Transco
by F&A dept.

C&B shall advise AP Genco & AP

Transco to adjust against the
COAL bills as per FSA.
APP Program F110 needs to
be run so as to knock
Customer & vendor balances.

The adjustment done by AP Genco

can be cross checked
with SAP.

1.1.1.8.

Changes and Implications

None.

1.1.1.9.

Description of Improvements

While booking Invoices in SAP, Qty of units so consumed shall be captured .This helps us in
providing more analytical information.

1.1.1.10.

Description of Functional deficits (Gaps)

None

1.1.1.11.

Approaches to cover the gaps.

None

1.1.1.12.

System Configuration considerations

GL account cost element to have Qty check box ticked & Electricity Unit of Measure
mentioned
Cases where the same business partner is a Customer as well as Vendor, the master record of
Customer should contain the Vendor number and in the Vendor master record the customer
number should be included. In both masters Clearing with Customer & Clearing with vendor
options need to be selected for knocking off the open items between two accounts.
Standard Document Types, Posting keys to be used for Invoice Booking and Payment.

Business Blueprint

Version 1

Ensure that Cost centre field is made mandatory for cost flows to Controlling module.

1.1.1.13.

Data Migration considerations

Open Items (where in Invoicing is done and due for payment) as of Cutoff date to be
considered for migration.
During the Pilot Phase only open items in KGM, Corporate, Hyderabad books be loaded.

1.1.1.14.

Interface Considerations

None.

1.1.1.15.

Report requirements/Considerations

Standard SAP reports

FBL1N can be used for displaying line items Electricity bills.
FK10N can be used for displaying balances month wise.

1.1.1.16.

Authorizations and User roles

Accounts Officer at Corp C & B

Dy. Finance Manager at Hyderabad

1.1.1.17.

Forms to be developed

None.

1.1.2.

Telephone Bills

1.1.2.1.

Scope

Telephone/R-Connection and cell phone bills for Office and residential purpose from BSNL
and other Telephone operators like Airtel etc.

1.1.2.2.

Requirements / Expectations.

Requirement is to correctly capture the telephone expenses cost centre wise so as to get
meaningful reports.

Business Blueprint

Version 1