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Business Blue Print Document

Submitted to

Aichelin Unitherm Heat Treatment Systems India Pvt. Ltd. (AUPL)

By

Praxis Info Solutions Pvt. Ltd.

Version 1.1

AUPL

Table of Contents 1. 2. Executive Summary ................................................................................................................... 4 Set-up of Basic Data and Parameters ......................................................................................... 5 2.1 Master Data ....................................................................................................................... 5 Item Master ............................................................................................................... 5 Bill of Material ............................................................................................................ 5 Vendor Master ........................................................................................................... 5 Customer Master........................................................................................................ 5 Chart of Accounts ....................................................................................................... 5 Quality Plans .............................................................................................................. 5

2.1.1 2.1.2 2.1.3 2.1.4 2.1.5 2.1.6 3.

Main Process - Sales .................................................................................................................. 6 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9 Sales Overall Process Flow Chart ..................................................................................... 6 Sub Process - Enquiry ......................................................................................................... 7 Sub Process Quotations ................................................................................................... 7 Sub Process Negotiations with customers........................................................................ 8 Sub Process - Sales Order ................................................................................................... 8 Sub Process Delivery...................................................................................................... 10 Sub Process Invoice ....................................................................................................... 10 Sub Process Erection and Commissioning ...................................................................... 11 Sub Process After Sales Service ...................................................................................... 11

4.

Main Process - Planning ........................................................................................................... 12 4.1 4.2 Planning Overall Process Flow Chart .............................................................................. 12 Process Mapping .............................................................................................................. 13

5.

Main Process Purchase ......................................................................................................... 15 5.1 5.2 5.3 5.4 5.5 5.6 5.7 Purchase Overall Process Chart ..................................................................................... 15 Domestic Purchase Process Flow Chart.......................................................................... 16 Import Purchase Process Flow Chart.............................................................................. 17 Sub Process Indent for Materials ................................................................................... 18 Sub Process Floating Enquiries for proposals ................................................................. 18 Sub Process Quotations ................................................................................................. 18 Sub Process Purchase Order (All scenarios).................................................................... 18

6.

Main Process - Production ....................................................................................................... 21 6.1 Production Overall Process Flow Chart .......................................................................... 21
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6.2 7.

Process Mapping Production ......................................................................................... 21

Main Process Stores and Inventory Management.................................................................. 25 7.1 7.2 7.3 7.4 7.5 7.6 7.7 7.8 Stores Process Flow Chart ............................................................................................. 25 Sub Process Good Receipt against PO ............................................................................ 25 Sub Process Goods Issue for Production Order .............................................................. 26 Sub Process Goods Return from Production .................................................................. 27 Sub Process - Goods Returned to vendor .......................................................................... 27 Sub Process Sub Contracting Material ........................................................................... 27 Sub Process - Miscellaneous Receipts and Issues .............................................................. 28 Sub Process - Customer Supplied Material ....................................................................... 28

8.

Main Process - Quality Management ....................................................................................... 29 8.1 8.2 8.3 8.4 8.5 8.6 Quality Management Overall Process Flow Chart .......................................................... 29 Sub Process Inward Material Inspection ........................................................................ 30 Sub Process QA in Production ........................................................................................ 31 Sub Process Outdoor Inspection .................................................................................... 31 Sub Process Material Returned from Site....................................................................... 32 Sub Process Material Transferred to another Job........................................................... 32

9.

Main Process Commercial Cell .............................................................................................. 33 9.1 9.2 Commercial Cell - Overall Process Flow Chart ................................................................... 33 Commercial Cell - Process Mapping .................................................................................. 33 Main Process Accounts...................................................................................................... 36 Main Process Design ......................................................................................................... 40 Design Process Flow Chart ............................................................................................. 40 Process Mapping - Design................................................................................................. 41 Main Process HRMS .......................................................................................................... 42 HRMS Reports ............................................................................................................... 43 Main Process Payroll ......................................................................................................... 45

10. 11. 11.1 11.2 12. 12.1 13.

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1. Executive Summary
The purpose of this document is to capture the process flow in detail for various functions. At the same time, an attempt has been made to map the process with functionalities in the software application (whether it is SAP B1, or Payroll or HRMS). This document is expected to serve as the guideline for this implementation project.

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2. Set-up of Basic Data and Parameters


2.1 Master Data
2.1.1 Item Master

Item master is the fundamental element of this system. Hence, it is important that this data be created with maximum attention to detail and accuracy. An excel template will be provided for capturing this data. In addition to this, a guideline document for item master has also been provided.
2.1.2 Bill of Material

Bill of material is created using the item master data. An excel template will be provided for capturing this data.
2.1.3 Vendor Master

This data is required to maintain all transactions with vendors. An excel template will be provided for capturing this data.
2.1.4 Customer Master

This data is required to maintain all transactions with customers. An excel template will be provided for capturing this data.
2.1.5 Chart of Accounts

This is essentially a listing of all ledger accounts duly grouped under headings that are required in the balance sheet or P&L. An excel template will be provided for the same.
2.1.6 Quality Plans

This will be required for Quality plans to be defined for QA transactions.

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3. Main Process - Sales


3.1 Sales Overall Process Flow Chart

Following are the broad steps involved in sales process. 1. 2. 3. 4. 5. 6. 7. 8. Enquiry Quotation Negotiations (Manual, outside SAP) Customer Order Delivery Invoice Installation and commissioning After Sales Service

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3.2 Sub Process - Enquiry


SL NO 1 Description Mapping in SAP B1 Remarks

Capturing Sales enquiries Capturing activities in relation to the enquiry Updating enquiry status

Opportunity Management

Numbering will be done as per SAP Standard Variety of activities can be created and assigned, with reminders

Activity Tracking functionality will be used

Each opportunity can be updated with the relevant down-stream document created in the system This will be made available through Opportunity Reporting This will be achieved by using an identifier in the Opportunity

For E.g. Sales Quotation created for an opportunity can be updated in the Opportunity in Stages tab

List of enquiries

Segregation of enquiries based on Main Equipment or Spares, Service Additional Header level parameters like North, East, West, South, Export

Report will be built to deliver the segregation. Various mappings provided by AUPL will be referred while generating these reports (like state-zone etc.)

Based on the reporting formats required we need to capture the fields during Enquiry

3.3 Sub Process Quotations


SL NO 1 2 Description Mapping in SAP B1 Remarks

Creating Quotations Quotations need to be segregated based on region,

Quotation Functionality This will be achieved using a combination of numbering series, AUPL needs to finalize item code

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Mapping in SAP B1

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Year and type of item (Main Equipment or Spares) quoted 3 Capturing activities in relation to the quotation

identifier fields and reporting capabilities

creation process for Quotation process

Activity Tracking functionality will be used

Variety of activities can be created and assigned, with reminders

Budgetary Quotations need to be marked separately Quotation Printout

This will be explored with the usage of an identifier field Main quotation document that has all technical details etc. will continue to be done in word format. SAP will capture only the commercial part (price, payment terms etc.). Existing quotation can be edited and changes can be done. System will show the latest version of the document by default. Note: Revisions are not maintained if the we activate the Quotation approval process in SAP

Revisions to Quotations

3.4 Sub Process Negotiations with customers


This activity will be done as a normal business process, without any active entries/updates in the SAP system, except the ones related to making modifications to the quotations, which is already covered earlier.

3.5 Sub Process - Sales Order


SL NO 1 Description Mapping in SAP B1 Remarks

Entry of customer PO

Sales Order functionality will be used. Currently, sales orders are classified as follows Main Equipment Spares Erection and Commissioning
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AUPL will revert with a check list for SO creation. This will enable setting up variety of checks at the
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2 Order Acceptance

Repair & Services AMC Free Supply

time of SO creation.

Once the pre-requisite steps are carried out manually outside of SAP, user can generate an order acceptance documents from SAP system..

OA document will be printed based on the sales order entered in the system

Changes to orders by customer

If customer makes a small change then the same can be reflected in the existing Sales Order document if the sales order is not closed. If customer makes a major amendment to the order leading to additional supplies and if the original sales order is closed then user will have to create a new sales order and while doing so, user has to maintain the same customer reference number if applicable. If customer releases a new order and cancels old one, then user will have to create a new sales order and cancel the one that was previously created.

Alerts

Once the Sales order is created, system would send the following alerts In case of advance alert to Commercial to raise Pro-forma invoice Planning and design for information

5 Additional Documents

Additional documents related to Sales order like Estimation, customer drawing and other documents relevant to Sales order will be stored as attachment This can be set-up. AUPL needs to finalize the approval hierarchy and rules (within the framework of SAP B1 Users in the system) Praxis recommendation Do not activate approval process for Sales Order as there will be changes (Technical and / or commercial) after order *Please note once we activate the Sales Order approval process, approved sales order cannot be changed

Approval for Sales Order

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finalization.

3.6 Sub Process Delivery


SL NO 1 Description Mapping in SAP B1 Remarks

Dispatch of items

Delivery functionality will be used. Once the item is available in stock, a delivery can be created with respect to the sales order. Outgoing excise invoice will be created with respect to this delivery document for Excise related effects.

3.7 Sub Process Invoice


SL NO 1 Description Mapping in SAP B1 Remarks

Proforma Invoices

There is no out of the box mapping for this requirement. Sales Order functionality with some tweaking is likely to be used for this process.

Final invoice

AR invoice feature will be used for this process. Invoice formats will be mapped for Domestic Material and Service Export Material and Service

AUPL to revert with printable formats indicating the different pieces of information that needs to be printed. The earlier these inputs are given, lesser will be the impact (or rework) on dependent master data like customer master, item master etc.

Different numbering series will be maintained for Excise Invoices and nonExcise Invoices. 4 Approval for invoice This can be set-up. AUPL needs to finalize the approval hierarchy and rules (within the framework of SAP B1 Users in the

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system)

3.8 Sub Process Erection and Commissioning


SL NO 1 Description Mapping in SAP B1 Remarks

Purchase at site

Wherever tax benefits are to be availed, AP invoice will have to be booked in the system.

Any material purchased will be booked directly as an expense and will not be inventoried. Purchase of services will be booked as expense (like any other service purchase)

3.9 Sub Process After Sales Service


SL NO 1 Description Mapping in SAP B1 Remarks

Tracking history of services rendered

This will be handled via standard feature of Services in SAP. All FG items that may need services later on will be managed by serial numbers in system. Equipment card will be created for such items once the delivery is made in SAP (this is standard feature)

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4. Main Process - Planning


4.1 Planning Overall Process Flow Chart

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4.2 Process Mapping


SL NO 1 Description Mapping in SAP B1 Remarks

Ability to view customer order specifications Iterative planning

Sales Order document in SAP will provide all necessary information needed This will be done using MRP functionality. Care needs to be taken to ensure that all open documents against which no further supplies (or production for in-house activities) are expected are closed before running the MRP. There are several other parameters that need to be maintained accurately in item master for the MRP to suggest realistic options. Also, MRP run should be performed by limited number of MRP- educated users, who can interpret MRP output accurately.

Parameters in item master

There are several parameters in the item master that need to be maintained as accurately as possible, so that MRP can give realistic results. E.g. Minimum, Maximum stock levels, lead time, Buy or Make etc. Items in BOM need not be indented since proposals will be made by the system automatically. These proposals will be for purchase orders or production orders. Variety of reports are available in the system that can be used for this purpose Planned cost (only material) of items can be maintained in the BOM that will be created by Design
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Indenting of material

Checking stocks

Planned cost

Actual material cost will be managed in the system based on the items that are actually issued
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department. 7 Decision about sub contracting This decision depends on several factors and dynamic variables.

towards any production order This process will have to be handled outside of SAP. In case there is a change in the Design BoM and production BoM, User will change the BoM accordingly to accommodate the requirements.

Actual cost booked towards any project

Project wise P&L can be generated from the system.

However, this report is accessible only to accounts/ professional users.

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5. Main Process Purchase


5.1 Purchase Overall Process Chart

5.2 Domestic Purchase Process Flow Chart

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5.3 Import Purchase Process Flow Chart

Following are the broad steps involved in purchase process. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Indent for materials Float Enquiries Receive Quotations Negotiation/Comparison Vendor registration, if new Release PO Call for inspection QC Inspection and clearance Call to accounts for payment Give clearance to supplier to dispatch Receive goods Payment

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5.4 Sub Process Indent for Materials


SL NO 1 Description Mapping in SAP B1 Remarks

Indent for materials

Requirements for items that are included in BOM will be generated by the system after running MRP. No separate indent is needed. MRP will propose the recommendations for generating either Purchase Order (for items that are marked as Buy in item master) or production order (for items that are marked as Make in item maser) Buyer/Planner will take a final call and accept/modify the recommendations of MRP. Upon acceptance, system will create Purchase Orders.

Indent for materials

For items that are not covered in BOM, Purchase Requisitions need to be created in the system

5.5 Sub Process Floating Enquiries for proposals


This process will be handled outside of SAP System.

5.6 Sub Process Quotations


SL NO 1 2 Description Mapping in SAP B1 Remarks

Quotation entry Comparison of Quotations

Purchase Quotation functionality can be used for this Quotations submitted by different vendors can be compared in the system

5.7 Sub Process Purchase Order (All scenarios)


SL NO 1 2 Description Mapping in SAP B1 Remarks

Purchase Order Tax structure, freight Quotations

Purchase Order functionality will be used These can be entered in the PO

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Description

Mapping in SAP B1

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Terms of Payment (ToP)

ToP gets defaulted based on the vendor master. However user can change this at the PO stage Standard T&C can be created at pre-defined texts and can be copied into every purchase order Activity Tracking functionality will be used Variety of activities can be created and assigned, with reminders Material will be sent to the processor with respect to this PO using the Sub Contracting Module. Daily alert will be generated for calls for inspection that are due in next 8 days (with reference to the dates entered for these three stages)

Standard Terms and conditions

Follow up activities for PO

PO for Sub contracting

PO will be raised for labor charges (Service PO in SAP)

Call for Inspection alerts

This will be used primarily in Sub-contracting POs. Provision will be made at the PO header level where user can enter Call for Inspection dates for 1. RM inspection 2. Tag-Weld Inspection 3. Final Inspection

PO for capital goods

General process of creating PO will remain the same as normal PO There may be some additional identifiers that need to be populated if the PO is for capital goods

PO for imports

General process of creating PO will remain the same as normal PO. There may be some additional identifiers that need to be populated if the PO is for imports Provision will be made for following 1. OA received? 2. Committed deliver date If committed delivery date is beyond the

Alert will be generated every day, which will identify all such Pos, where delivery is due in next 10 days (as per the requirement date mentioned in the PO header). This alert will be sent to Buyer and commercial
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requirement date, buyer will negotiate with the supplier and update the dates in PO. Supplier may agree to deliver as per your requirement date or you will have to change the required delivery date as committed by supplier

team so that they can initiate their activities related to clearances for imported goods.

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Provisional landed cost

AUPL Requirement: Provision for making a provisional landed cost, without having the need to wait for the actual documents. Whenever the actual costs are received, then the differential amount should be posted on inventory or expense depending on stock availability

Work- around: There is no such standard functionality in the system. Work around processes will be explained.

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Drawings PO printout

Drawing files can be attached to the PO document in SAP Single PO layout is likely to meet all requirements.

AUPL to bring up their specific requirements by sharing the layout AUPL to bring up their specific requirements by sharing the layouts and the associated business rules.

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Name of buyer/creator to be printed on PO Special case

This is possible.

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In cases like Radiant tube where vendor submits drawings for AUPL approval, approval drawings will be attached to Purchase order

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6. Main Process - Production


6.1 Production Overall Process Flow Chart

6.2 Process Mapping Production


SL NO 1 Description Mapping in SAP B1 Remarks

Ability to view customer order specifications Project wise micro planning

Sales Order document in SAP will provide all necessary information needed This will be in the form of creating production orders (items to be produced, there quantities, dates of delivery) Stocks can be checked for all child items for any stage based on the BOM. In addition to this, there are several other reports in inventory management module
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for various sub-assemblies or stages 3 Material availability for an order When the user views the production order and refers to the bill of material, system also shows current stock of that item. Production order functionality will be used. Whenever a production order is created, system will copy the bill of material (from master data), into the production order. Any further changes that may happen to the bill of material have to be made directly in the production order, if the change is very specific to that order. 5 Drawing availability Design department will upload the drawing files for each item whether it is Finished Goods, SubAssemblies, SubComponents or Parts i.e Sub-components and Parts.

that will assist the planning department in making their decisions. In addition a report will be generated that will list out the position of various items needed to complete that production order

Production

A report will be developed that will show the availability of drawing for that subassembly/component. This report will refer to the item master fields where the design department will be updating the status of drawing number, revision number or any other reference information like GOD or LOD, Engineering notes, List of loose items etc.

Alert for receipt of materials

Daily alert will be set that will list out the items received on that day for respective projects Alert will also be set for QC clearance of items.

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SL NO 7

Description

Mapping in SAP B1

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Pending items for an order

This information will be available in the production order itself. In fact the production order displays planned quantity and actual quantity for each of the items/sub-assemblies listed in the production BOM. Production declaration functionality will be used This will be handled through activity management functionality.

Report/Alert will be developed that will help the planning department to find out list of items that are not yet received for a particular order.

Completion of production Call for inspection

Inspection calls will be raised using activity management for checking of any sub assembly, parts, main assembly, process etc. which are those of running production activity. In case, the equipment was dispatched with short supplies list of items that were not used up as per planned quantity in the BOM are visible in the production order itself. If needed, an additional report may have to be developed for this purpose. Ownership of final shortage list lies with QC, as per AUPLs current process. Return of material will be prepared by production. An appropriate format for MRN would be developed.

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List of items to be supplied loose

This will be available in the sales order, if items were to be supplied loose contractually.

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Returning extra items to stores

Any items that need to be returned back to main stores will be done so using inventory transfer transaction In SAP manufacturing, user can enter the hours consumed for that particular order. Further classification of skills and their rates can be maintained as well. User will have to make

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Daily man hour logging

It is not possible to link attendance system with SAP for this purpose. Man hours available on a particular date cannot be generated in SAP. However, user can enter the actual hours spent on the order (for various levels of skills). Attendance related emails, if needed, will
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entries as per actual hours spent on that production order

have to be triggered from the attendance tracking system (not a part of SAP) that you have already deployed.

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Project progress

AUPL will revert with a business logic that can be used to deduce the progress of any production order.

It may be noted that the parameters to be used for this report, will necessarily have to be fields based in SAP system. Report output format will be kept as close as possible to the current format (excel), subject to technical feasibility. Full-fledged project progress tracking will have to be done using MS Project software and will be completely outside of SAP.

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7. Main Process Stores and Inventory Management


7.1 Stores Process Flow Chart

7.2 Sub Process Good Receipt against PO


SL NO 1 Description Mapping in SAP B1 Remarks

Goods Inward

GRPO functionality will be used.

AUPL to provide list of checks or locks that they need at the GRPO stage so
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that they can be setup 2 Serial number tracking Movement of items that are marked as Serial Number Managed in item master can be tracked. System will ask for serial number while performing any transaction that has an effect on the stored quantities This will be achieved with the help of the location that is mapped to the item in item master Once the requirements are finalized, solution options can be discussed AUPL to provide location in item master

Location of storage needs to be visible

Bar code label printing AUPL is yet to finalize their own requirements Non moving item

A report will be generated that will show all items where no inventory transaction has been posted since last XYZ months. Certain fields will be provided that can be used for positive confirmation about receiving concerned documents/information at the time of making goods receipt AUPL to provide a list of these check points

Check points for incoming invoice

7.3 Sub Process Goods Issue for Production Order


SL NO 1 Description Mapping in SAP B1 Remarks

List of items to be issues for production order

This list is available in the production order document.

If needed a report will be developed to address specific needs

Issue of material for production order

This will be achieved in two steps Step 1: Inventory transfer transaction will be used to transfer material from main production store to Production Store

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Step 2: As and when the production department actually consumes the material, Issue to Production transaction will be used. This step will result in reducing the stock of the items and posting a consumption entry.

7.4 Sub Process Goods Return from Production


SL NO 1 Description Mapping in SAP B1 Remarks

Receipt of material returned by production

This will be handled via inventory transfer functionality and the requisite item quantities will be moved from production stores to main stores.

7.5 Sub Process - Goods Returned to vendor


SL NO 1 Description Mapping in SAP B1 Remarks

Material is sent back to vendor POD for vendor returns Debit Memo on vendor

This will be handled via Goods Return functionality in Purchase module Field will be provided in the goods return document, where the user can updated once the POD is received. This will be created using AP Credit Memo functionality

7.6 Sub Process Sub Contracting Material


SL NO 1 Description Mapping in SAP B1 Remarks

Sending material to sub-contractor

This will be achieved using the sub-contracting module using 4 (5) challan transaction Complete reporting will be provided in the subConfidential

Reference of the sub-contracting PO will be provided

Reconciliation of

Reports will be available item wise,

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material/challan 3 Receipt of processed goods sent by processor

contracting module This will be handled via goods receipt transaction in sub-contracting module

challan wise, processor wise Based on the balance quantity the challan will be closed/or continue to remain open so that it can be used for receiving balance material.

7.7 Sub Process - Miscellaneous Receipts and Issues


SL NO 1 Description Mapping in SAP B1 Remarks

Miscellaneous GR

This will be achieved using Goods Receipt transaction in Inventory module This will be achieved using Goods Issue transaction in Inventory module

This transaction has to be done by a highly responsible user

Miscellaneous GI

This transaction has to be done by a highly responsible user

7.8 Sub Process - Customer Supplied Material


SL NO 1 Description Mapping in SAP B1 Remarks

Receiving customer supplied material for trials

These items need to be created as zero value item masters. Another identifier flag will be used to indicate that the item is supplier by customer. Additionally, item code for such items should be designed in such a way that user can easily identify that it is a customer supplier item. On receipt of such items, a goods receipt entry will be posted.

Report will be developed to show all customer supplied items lying in AUPL premises.

Return of customer supplied material for trials

When the item is returned, a goods issue transaction will be posted

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8. Main Process - Quality Management


8.1 Quality Management Overall Process Flow Chart

8.2 Sub Process Inward Material Inspection


SL NO 1 Description Mapping in SAP B1 Remarks

Incoming inspection

Pre-requisites Item master should indicate that QM is applicable for that item Inspection plan has to be maintained for the item

Listing of pending inspection activity for incoming material

As soon as the user opens up the QM application and refreshes the screen, system will display a list of all GRs for which the incoming inspection activity is still pending. This will be handled using Inspection transaction. This is handled by entering quantities in respective fields in the module This will be generated from the system, which can be converted into a PDF document. All documents that are received with the supply can be uploaded in the Goods Receipt document. QA team can refer to these documents while in the process of performing quality inspection Emailing of documents will have to be handled outside of SAP.

Entering the values observed Deciding on accept or reject

Inspection report

Documents record

Rework items

QA user will move the goods to a rework stores and hold the final usage decision till the items are reoffered and the results are satisfactory QA user will move rejected items to a rejection store Once the final decision is made about such items, they will be either reworked and reoffered or sent back to supplier. Debit note

Rejected items

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will be created separately. 9 Consolidated view of all inspection calls made for a project Custom report will be developed to manage this

8.3 Sub Process QA in Production


SL NO 1 Description Mapping in SAP B1 Remarks

QA Inspection of in house produced items

Whenever a sub-assembly or stage is declared as produced and if the item code is marked as relevant to QA, then the item stock will be available in QA stores for inspection. Whenever a sub-assembly or stage is declared as produced and if the item code is marked as relevant to QA, then the item stock will be available in QA stores for inspection. This will be handed through pre-dispatch inspection

Processes related to entering values, usage decision etc. will be same as that of Inward Inspection

Stage wise inspection

Processes related to entering values, usage decision etc. will be same as that of Inward Inspection

Final Inspection of equipment

Processes related to entering values, usage decision etc. will be same as that of Inward Inspection

8.4 Sub Process Outdoor Inspection


SL NO 1 Description Mapping in SAP B1 Remarks

Call for inspection

Provision will be made at the PO header level where user can enter Call for Inspection dates for 1. RM inspection 2. Tag-Weld Inspection

Daily alert will be generated for calls for inspection that are due in next 8 days (with reference to the dates entered for these three stages)

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3. Final Inspection 2 Inspection results Just as inward inspection or in house inspection, an identifier will be provided for outdoor inspection However, name of the item that was inspected, its usage decision etc. is likely to be handled as text fields since it will not be possible to track production progress or production confirmation at vendor location.

8.5 Sub Process Material Returned from Site


SL NO 1 Description Mapping in SAP B1 Remarks

QA for material returned from site

Stores person will perform goods return or goods receipt transaction and receive the material in QA stores. After QA performs its activities, the material will be released to main stores or reject stores or rework stores

8.6 Sub Process Material Transferred to another Job


SL NO 1 Description Mapping in SAP B1 Remarks

Material diverted for another job

Stores person will have to make an inventory transfer transaction to move the items in the QA warehouse. QA team will perform their activities and will perform another inventory transfer releasing the material to either main stores or production stores

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9. Main Process Commercial Cell


9.1 Commercial Cell - Overall Process Flow Chart

9.2 Commercial Cell - Process Mapping


SL NO 1 Description Mapping in SAP B1 Remarks

Ability to view customer order specifications

Sales Order document in SAP will provide all necessary information needed

AUPL has provided the check list (in next section of this document). System will be configured in such a way that there will be a provision to capture most (if not all) of the check list items by using additional fields and setting up validations as applicable.
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Tracking validity of Bank Guarantees

Alerts will be set in the system based on business rules provided by AUPL

List of alerts is mentioned in the subsequent sections. System will be set-up in such a way that alerts can be set for most (if not all) triggers. Note: Praxis Recommendation is to set only most critical alerts in the first go, till the users get accustomed to it. Else, there is a risk of too many alert messages coming up and user ignoring them.

Insurance related tracking

Alerts will be set in the system based on business rules provided by AUPL Please refer Sub process Invoicing under main process Sales Landed cost functionality will be used Report will be developed that will make it easier to track the mapping of landed cost booked in clearing account and actual bills booked towards those expenses.

Invoicing to customer Landed cost

Availing Excise credit for regular invoices Availing Excise credit for Dealer invoices

This will be done using the incoming excise invoice transaction in the system Since the value of excise credit passed on by the dealer does not follow a fixed formula, special tax code called Manual Excise will be provided. User will have to enter all necessary information manually in this tax code including assessable value, ED, ECESS, HECESS etc. RG registers, PLA, DSA will be There are a bunch of other excise related reports or formats, for which
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Excise reports

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AUPL

SL NO

Description

Mapping in SAP B1

Remarks

made available in SAP

user will get the required information from SAP. Subsequently, this information will be filled up manually in the Excise formats.

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10. Main Process Accounts


SL NO 1 Description Mapping in SAP B1 Remarks

Listing of ledgers

Chart of Accounts (CoA) - CoA provided and approved by AUPL will be loaded in SAP system with the required grouping and automated posting

Accounts that will be posted automatically will be finalized and included the existing list of accounts as a part of finalizing CoA in SAP. AUPL will provide the CoA with the required Schedule grouping as per the Government requirements. Aging reports of payables: as per GRN date and as per due dates customer wise, invoice wise, bucket wise, currency wise Credit note and debit note register including tax details Party ledger in foreign currency Purchase return invoicing with applicable taxes (part of Commercial) O/s Reports in Foreign currency and INR Auto posting of exchange gain & loss Customized Valuation of exchange gain & Loss (not available in SAP B1 Standard Product is not in scope)

Accounts Payable

Accounting transactions related to vendors will be managed using AP Invoice and AP credit memo, outgoing payments and functionality

Accounts Receivables

Accounting transactions related to customers will be managed using AR Invoice, AR credit memo, incoming payments functionality

Debtors ageing Reports 1, based on invoice date 2 Based on due date (as per terms of orders) as per buckets of days" Party ledger in foreign currency Credit note and debit note register O/s Reports in Foreign currency and INR Auto posting of exchange gain & loss on actual transactions

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AUPL

SL NO

Description

Mapping in SAP B1

Remarks

Customized Valuation of exchange gain & Loss (not available in SAP B1 Standard Product is not in scope) 4 Banking Incoming payment, outgoing payment, bank reconciliation functionalities will be used. This is used for both Cash and Banking Custom report will be develop for RRGS/NEFT Payments as per HDFC bank requirement Automatic payment programmed for positing of the entry of RTGS/NEFT payments Cheque Printing with advice having the details of invoices including Tax deducted Post dated printing cheques accounting and

Advance payment, part payment facilities Utilization details of CC limits Funds Transfer within bank Foreign currency transactions for EFC a/c Cash book, lock on Cash payment of Rs 20k and above except bank deposit. Actual Cash Flow statements 5 Journal Vouchers Bank, GL, Cash, Vendor, Customer : JV a standard functionality in SAP to be used Printing of Journal Vouchers and JV Register Recurring entries Excise Jv and Excise utilization JV for payment of duty with effect on Excise records Cost center wise and GL wise entry uploading facility from excel files will be as per the SAP standard DTW (Data transfer Workbench)

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SL NO

Description

Mapping in SAP B1

Remarks

Reversal of entries 6 Trial balance, P&L and BS Standard functionalities in SAP for TB with Op Bal, Transactions(Dr&Cr ) & Cl bal Sub-Ledgers Employee advances and Loans and Inventory. Please note SAP B1 has the sub-ledger functionality for Debtors and creditors only. For above requirements we will be using the GL grouping or Dimensions in SAP. Exact procedure will be finalized during CRP.

P&L

SAP Standard P&L format according to the CoA grouping will be configured SAP Standard Balance sheet formats with CoA grouping will be configured VAT computation, Sales register, Purchase register will be available as standard Inventory Valuation will be Moving Average Method Reports: 1. Line item inventory details Qty x Rate & Value With the Colum Op Stock, Purchase, Consumption and Closing stock (Group wise) 2. Inventory Aging Reports In addition to the mentioned report, host of SAP standard report will be available

Balance Sheet Reports

10

Inventory

11

Cost Centers

All expenses other than Raw material must be covered by cost centers All mandatory requirements of TDS with the applicable TDS sections and capturing the TDS deducted during AP Invoices will be covered. SAP standard TDS reports will be provided

We can make the cost centers mandatory for expense accounts.

12

TDS

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SL NO 13

Description

Mapping in SAP B1

Remarks

Service Tax

Service tax codes to generate the liability of Service Tax on Transporters and others AP invoices according to SAP std processes will be configured Fixed Assets Register FA register with the listing of the current Fixed assets will be available Auto calculation assets depreciation will not be done through system. This is not available in SAP B1 India version till date.

14

Fixed Assets

Monthly / Yearly deprecation calculations Purchase / Sales of Fixed Assets will be a handled in SAP

15

Budget

SAP Budget definitions will be used define GL wise and Cost center wise Budgets. Project wise P&L can be generated from the system. SAP standard feature for Month / Year end will be used (Period Locking)

SAP standard report for Budget Vs Actual will be used

16

Costing

However, this report is accessible only to accounts/ professional users.

17

Year / Month End Closing

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11. Main Process Design


11.1 Design Process Flow Chart

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AUPL

11.2 Process Mapping - Design


SL NO 1 Description Mapping in SAP B1 Remarks

Drawing creation Assigning drawings

CAD System will handle this

This will be managed by attaching drawing files to respective item masters or to any other operational document likes sales order, purchase order etc. Custom report will be developed to address this requirement. Every item master will have fields that need to be updated by design department, whenever they create item masters. Whenever a sales order is created, an alert will be sent to design department user in the SAP system AUPL to revert with this check list Using this input certain fields will be provided at sales order level. Based on values entered in these fields, reports will display a variety of statuses Variety of activities can be created and assigned, with reminders

List of drawings available

Alert for OA

Check list for OA

Task assignment

Activity Tracking functionality will be used

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12. Main Process HRMS


SL NO 1 Description Mapping in HRMS Remarks

Personal Information

Personal details Profile picture Contact details Leaves Other details related to the employee Reporting structure (Manager, Reportees)

Employee Self Service

Updating personal information Viewing leave balance Applying for new leave Viewing companys holiday list Viewing updates published by HR team

Joining Formalities

Publishing company policy

Offer Letter Appointment Letter Creation of New Employee master with the required details and Uploading of documents PDF documents will be hosted like LTP, Leave Policy, Loan Policy, TA DA Policy, Safety policy, AUPL Holiday List, Foreign Travel Policy etc Daily attendance will be captured from the attendance system and used for both HRMS and Payroll Leave Management with Approvals Dedicated Gate system will not be part of the scope Defining KPIs grade/position wise Defining goals and objectives Entering performance achievements - by employee Performing an appraisal (KPI wise)- Manager Assigning ratings for each KPI and adding feedback Assigning overall rating for the year

Time office

6 7

Gate Pass Performance Management

Training Module

Identify and record training requirement Updated list of trainings available Application for attending a training Confirmation Updating information on trainings attended

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SL NO 9

Description

Mapping in HRMS

Remarks

Requests

Material request HK Material, Safety Shoes, Stationery etc.. Manpower request Vehicle and Travel request

10

Letters to employees Alerts

Using predefined formats

11

All alerts will be available in SAP system

12.1 HRMS Reports


Please note:- AUPL needs to submit the formats for the below mentioned reports SL NO 1 Group Report name Remarks

Factories Act

Provident Fund Act 1952

Under Contract Labour (Regulation & Abolition) Act

Form 20 - Maintain Register Of Leave with Wages Muster roll Form 27 PF Withdrawal - Form 19 & 10C (To be studied in detail) Statement of workers leaving the service - Form 10 Register of Workman employed by the Contractor at AUPL Annual Returns (Yearly return Form 24) Muster roll Register of Annual Wages Paid Validity of License - Alert

Under Payment of Bonus Act Maternity Benefit act

Form C for the year closing Form D for the year closing

Form A - Muster roll

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SL NO 6

Group

Report name

Remarks

HRA

Form A Register to be maintain staff Form I For Workmen

Nominations

Gratuity PF

Nomination details like nominees name, DOB, Relationship, % of Share will be defined in Employee master details.

Payment Of Wage Act 1936

Minimum Wages (Central) Rules, 1950

10

THE EQUAL REMUNERATION RULES, 1976

FORM NO. II-A (Register of wages) FORM NO. III(Register of advances made to employment persons) FORM NO. III-A (Register of loans granted to the employed persons for house building or other purposes) Form III Rule 21(4A) : Annual Return of Deduction from Wages Form Form V Rule 26(5) : Muster Roll Form Form X Rule 26(1): Register of Wages Form Form XI Rule 26(2): Wage Slip Form FORM D - Register to be maintained by employer under rule 6 of the Equal Remuneration Act, 1976

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13. Main Process Payroll


SL NO 1 Description Mapping in HRMS Remarks

Company Master Calendars Employee Master

Multiple companies can be maintained

2 3

Salary Group

Monthly Payroll

Reports

Holiday calendar Factory calendar Detail information about each employee Employee master stored in this system will be used by HRMS system Salary groups as per organization structure Salary stack (salary heads of earning, deduction, manual salary heads if applicable) Manual salary heads (if applicable) Additional deductions (if applicable) Calculation of payroll for month (for review and validation) Final Payroll Run Full and Final settlement process Arrears processing MLWF deduction Deductions like PF, PT, IT, ESIC and deduction reports F&F Final run Salary slips sent at attachment to email, at a single click There are several reports available as standard.

IT calculation will be done outside the payroll system. However, IT deductions will be included in the monthly payroll

If needed, additional reports can be generated, provided there is a technical feasibility for the same.

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