Preparing for the

New Financial Year

in
Ramco On Demand ERP

Released by: Product Development Team

Date: 24th March 2009
Version: 1.0

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Thanks for using Ramco On demand ERP and being our esteemed customer.

We, in Ramco sincerely hope that the forthcoming financial year brings growth and prosperity to
you and your business. While you are busy preparing plans for the next year taking stock of your
current year’s performance, we would like to bring to your attention the steps required to keep
your system ready for the next financial year

The following part of the document details you with the necessary steps that need to be done
before you start the next financial year in Ramco On-Demand ERP. Please note that this
document is an exhaustive one covering the preparatory work for the users of the entire On-
Demand fraternity. Some parts of the document may not be relevant to your organisation.

For any further queries, please contact your project manager or mail to
sassupport@rsi.ramco.com. We will be glad to support you.

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1
Sl. no. Topic Page No.
1 New Calendars 4
2 Numbering Series 6
3 Changes in Tax Structures 8
4 Effective dates for Masters 10
5 Points to Note 11
6 Checklist 11

New Financial Year Setup- Process

Financial calendar Mgmt. Acct. Calendar Production Calendar

Numbering Series

Tax Structure Changes

Effective date Changes

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 New Calendars
Financial Year (Mandatory)

Create Calendar for the new Financial Year 2009-2010 with required periods (Monthly/ Half
yearly / Quarterly/ Yearly).

Where to Create
Book Keeping --> Calendar --> Define Calendar

How to Create
• Choose the Calendar Type as Finance
• Enter the Calendar Code and the Description
• Choose the required frequency of periods.
• Click ‘Compute Period’ to Get details of Start and End dates of the calendar periods
• Enter the Period code and Description as required.
• Submit to create the Calendar in active Status.
• Only one Financial Calendar can be created for a company for a Period range.
• Calendar should be defined only in the main OU.
• Fetch the existing Year Code and have that as reference to create the new one.
• The New Year and Periods will be loaded in relevant screens only when the system
date falls in the year/ period.
Example

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MAC ( Costing) Calendar

• On creation of Financial Calendar, the same will be defaulted as MAC calendar

internally.
• Cost Centres with Effective to dates as end of the last calendar year, will
automatically be extended till the end of the new calendar. Eg. Cost Centre CC1 with
Effective to date as 31/03/2009 will be automatically extended to 31/03/2010, on
creation of the calendar.
• Similarly the Mapping between Cost centres and the Cost elements will also be
automatically extended to the end of new calendar.

DP Calendar

• Organisations can decide to extend the existing Production Calendar based on needs.
• This has no linkage with the Financial or MAC Calendar.
• Discrete Production --> Time Model --> Maintain Production Calendar

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 Numbering Series

Masters and Transactions which are created using automatic Numbering Series should be
either extended or new series created for the new financial year.

Where to Create
Item Administration --> Numbering Class --> Maintain Numbering Type
How to Create
• Extension – For transactions that need continuous numbering across financial years,
the EFFECTIVE TO date of corresponding numbering type can be extended. Please
make sure that you have enough numbers left in the series. See example 1

• New Series ***– If a new Numbering series is required for a transaction, say Customer
Receipt, Get details of the already defined numbering type. Enter a new row giving a
different Prefix and/ or Suffix for a different effective Period against the same
Numbering Type code. See example 2

• New Type – If new Numbering Type is required for a transaction e.g. Customer
Invoice, Create a New one in the Numbering Type Master for the required activity
and set that as Default. See example 3
For all internally generated transactions (where the user does not choose the
numbering type), default can be set to yes for more than one period.

If Manual Numbering is used, there is no effective dates for the same and can be
continued to be used.
Numbering Series have to be created or extended for all OUs separately.
Numbering Series for all OUs should be defined only in the main OU.

*** - recommended

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Examples
1. Extending Effective Dates

2. Creating New Numbering Series

3. Creating New Numbering Type

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 Changes in Tax Structures

Tax Structure changes

No change in Rates Change in Tax Rates Change in

Dependant Taxes e.g.
Surcharge

Create new codes for

Extend Effective Create New Tax
the new rates and
dates, If required Codes Change Dependant
Codes also

Indirect Taxes (Excise/VAT/CST/Service Tax etc.)

Where to Create
Purchases ---> Maintain Taxes Charges and Discounts ---> Maintain TCD Details
How to Create
• Enter the new TCD code and Description
• Choose the required Type, Accounting rule and other options.
• Enter the new Rate of Tax
• Give Effective From and To dates for the TCD old as well as the new codes.
• Create New Codes for Dependant TCDs and Group TCDs also.
• Map them to required account codes in Maintain TCD Account Definition (ARD) in
Book Keeping.
• Need to create new codes only if there is any change in the rates of Taxes.
•
Group TCD
Purchases --> Maintain Taxes Charges and Discounts ---> Maintain Group TCD Details
• Add the new TCD code to or remove the unwanted TCD from the group TCD.
• The revised grouping will be applicable for all transactions henceforth

Scenario for changes required in TCD codes

Reduction in Service Tax rate from 12 % to 10 % w.e.f. 24.02.2009.

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Direct Taxes

FBT
- ADD or REMOVE the relevant account code from FBP section mapping
Book keeping --> Accounting Setup --> Maintain Schedule VI mapping

- Define rules for any change in the % of FBT and the Rate of tax
Book keeping --> Accounting Setup --> Maintain FBT Details

TDS
- Extend the Effective To dates of the existing definition in case of no change.

- Create definition in TDS master for the required rates giving the Effective From and
to dates, if not defined earlier.

- Make changes in the Supplier master for the required section

Purchase-->Supplier--> Maintain TDS Rules

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 Effective Dates for Other Masters

There are masters in which Effective From and/or Effective to Dates is not mandatory. If
such masters are created already with Effective to Dates, the same have to be extended for
the new Financial year as required.
How to modify
Chart of Accounts
- If Effective to date is given as 31.03.2009, extend the same for further period as
required in Edit mode.

- If Effective to date is not given, then the codes are valid for ever.

- Book keeping --> Accounting Setup --> Maintain Chart Of Accounts

Account Rule definition

- If the definitions are closed by giving Effective To as 31.03.2009, create new
definitions with the same or new account codes from 01.04.2009.

- If Effective to date is not given, then the definitions are valid for ever.

- Book keeping --> Maintain Account Rule Definition

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 Important Points to Note

• Do not modify the Rates of the existing TCD codes itself as this will have wrong
impact if past dated transactions are created or authorised using the same TCD
codes.

• While doing past dated entries, ensure to change the transaction date as system
will default the Current date only.

• Ensure that the correct Numbering Type is chosen.

• Check for Appropriate Rates and amount of Taxes before authorising

transactions (especially for a few months when transactions are done in both
years).

• Period closures should be done after accounts verification, to avoid errors,

entries in incorrect periods and have better controls.

Check List
Sl. No Description
1 Have you created the Financial Calendar for 2009-2010?
2 Have Numbering types been created for all OUs for the next year?
3 Have you extended the Effective dates of existing Numbering series, if
you are not planning to create new ones? Refer complete list for verification
4 Have you checked the validity of the DP calendar?
5 Have you defined new Account Rules (ARD), if you have given Effective
To dates as 31.03.09?
6 Have you extended the Effective To dates of the Account Codes in Chart
of Accounts, if you have given any?
7 Have you created new TCD code for any new Taxes or modified the
dependant codes like Surcharge/Cess, ff required?
8 Have you made required Additions or Deletions in the Group TCD code?
9 Have you given proper Effective to Dates or Inactivated the TCD codes,
in case they should not be used in future periods?
10 Have you extended the validity of TDS rules?
11 Have you created new Price Lists for the next year, if required?
12 Have you checked the Effective Dates of the Price Lists as needed?
13 Are all the RODE users made aware of the proper usage and significance
of the Numbering types, Transaction date and Tax code changes?
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 List of transactions- for Numbering series
(Extension/ Creation of new Series/ Creation of new Type)
Done 
BPC  Function  Transaction  y/n 
BK  Bank Reconciliation  Tax Reconciliation 
BK  Finance Book Processing  GL Voucher Entries 
BK  Finance Book Processing  Initial Balance Entry 
BK  Journal Voucher  Journal Voucher ‐ Recurring 
BK  Journal Voucher  Journal Voucher ‐ Regular 
BK  Journal Voucher  Journal Voucher ‐ Reverse 
BK  Journal Voucher  Recurring Template No. 
EI  Personal Information  Personal Information ‐ Regular 
FAM  Asset Capitalization  Capital Journal 
FAM  Asset Capitalization  Capitalization Voucher 
FAM  Asset Capitalization  Reversal Capitalization 
FAM  Asset Depreciation Processing  Depreciation Process Run No. 
FAM  Asset Depreciation Processing  Reversal Depreciation Process 
FAM  Asset Depreciation Processing  Reverse Depreciation Adjustment 
FAM  Asset Depreciation Processing  Depreciation Adjustment 
FAM  Asset Disposal  Asset Retirement 
FAM  Asset Disposal  Reverse Asset Retirement 
HRMS  Loans and Advances  xxxx 
HRMS  Reimbursement  xxxx 
HRMS  Salary accounting  Salary accounting 
HRMS  Salary Payments  Salary Payments 
Inventory  Item Administration  Item code 
Inventory  Item Administration  Lot No 
Inventory  Item Administration  Serial No 
Inventory  Material Request  Material Request 
Inventory  Physical Inventory  PI Plan No. 
Inventory  Stock Adjustment  Standard Cost Revaluation 
Inventory  Stock Adjustment  Stock Adjustment 
Inventory  Stock Issue  Inventory Issue 
Inventory  Stock Issue  Production Issue 

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 Done 
BPC  Function  Transaction  y/n 
Inventory  Stock Issue  Sales Issue 
Inventory  Stock Issue  Stock Transfer Issue 
Inventory  Stock Issue  Subcontract Issue 
Inventory  Stock Issue  Unplanned Issue 
Inventory  Stock Maintenance  Revised Expiry 
Inventory  Stock Maintenance  Convert Lot Serial 
Inventory  Stock Maintenance  Opening Balance Creation 
Inventory  Stock Maintenance  Stock Status Conversion 
Inventory  Stock Maintenance  Stock Transfer 
Inventory  Stock Receipt  Production Receipt 
Inventory  Stock Receipt  Purchase Receipt 
Inventory  Stock Receipt  Stock Transfer Receipt 
Inventory  Stock Receipt  Unplanned Receipt 
Inventory  Stock Return  Inventory Return 
Inventory  Stock Return  Production Return 
Inventory  Stock Return  Sales Return 
Inventory  Stock Return  Subcontract Return 
LM  Consignment Note  Consignment Note 
LM  Customer Contract  Customer Contract 
LM  Truck Hire  Truck Hire 
LM  Truck Hire  Fuel Charges 
MAC  Cost allocation  Create allocation details 
MAC  DP Cost Rollup  Perform roll up 
MAC  DP Rollup  Rollup Request ID 
MAC  DP Rollup  Updating inventory after rollup 
MAC  Order Definition & Settlement  Enter additional order costs 
MAC  Order Definition & Settlement  Additional work order costs 
MAC  Order Definition & Settlement  MAC Orders 
MAC  Order Definition & Settlement  Variance Posting on settlement 
PM  Release Payments  Void check 
PM  Sundry Payments  HR Payment Voucher 
PM  Sundry Payments  Sundry Payment Voucher 
PM  Supplier Adjustment  Reversal Supplier Adjustment Voucher 

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 Done 
BPC  Function  Transaction  y/n 
PM  Supplier Adjustment  Supplier Adjustment Voucher 
PM  Supplier Debit Credit Note  Reversal Supplier Account Based Cr Note 
PM  Supplier Debit Credit Note  Reversal Supplier Account Based Dr. Note 
PM  Supplier Debit Credit Note  Supplier Account Based Cr. Note 
PM  Supplier Debit Credit Note  Supplier Account Based Dr. Note 
PM  Supplier Debit Credit Note  Supplier Item Based Dr. Note 
PM  Supplier Direct Invoice  Reversal Expense Invoice 
PM  Supplier Direct Invoice  Supplier Item Invoice 
PM  Supplier Direct Invoice  Supplier Non Item Invoice 
PM  Supplier Order Based Invoice  Reversal Supplier Order Based Invoice 
PM  Supplier Order Based Invoice  Supplier Order Based Invoice 
PM  Supplier Payments  Deposit Voucher 
PM  Supplier Payments  Letter of Credit Details 
PM  Supplier Payments  Supplier Advance Voucher 
PM  Supplier Payments  Supplier Pay Batch 
PM  Supplier Payments  Supplier Payment Voucher 
PM  Supplier Payments  TDS Voucher 
PM  Supplier Receipt  Supplier Receipt 
PM  Supplier Receipt  Reversal Supplier Receipt 
Production  Bill of Material Model  Product structure 
Production  Demand Planning  Forecast 
Production  Demand Planning  Forecast Line Ref 
Production  Estimate  Estimate 
Production  Estimate  Estimate Line Ref 
Production  Process Model  Activity 
Production  Process Model  Process Plan 
Production  Shop Floor Control  Consumption Reporting 
Production  Shop Floor Control  MAC/GL Transaction No 
Production  Work Order Management  Work Order 
Purchase  Blanket Purchase Order  Blanket Purchase Order 
Purchase  Goods Receipt  Gate Entry 
Purchase  Goods Receipt  Goods Receipt 
Purchase  Goods Receipt  Goods Return Note 

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 Done 
BPC  Function  Transaction  y/n 
Purchase  Goods Receipt  Gate Exit 
Purchase  Goods Receipt  Visitor Pass 
Purchase  Purchase Order  Drop Ship Purchase Order 
Purchase  Purchase Order  Purchase Order 
Purchase  Purchase Quotation  Purchase RFQ 
Purchase  Purchase Quotation  Purchase Quotation 
Purchase  Purchase Request  Purchase Request 
Purchase  Release Slip  Purchase Release Slip 
Purchase  Subcontract Bill of Material  Sub contract Bill of Material 
Purchase  Subcontract order  Sub contract Order 
Purchase  Subcontract Quotation  SC RFQ 
Purchase  Subcontract Quotation  SC Quotation 
Purchase  Subcontract Request  Subcontract Request 
Purchase  Supplier  One time Supplier 
RM  Customer Balance Adjustment  Customer Adjustment Voucher 
RM  Customer Balance Adjustment  Reversal Customer Adjustment Voucher 
RM  Customer Debit Credit Note  Customer Account Based Credit Note 
RM  Customer Debit Credit Note  Customer Account Based Debit Note 
RM  Customer Debit Credit Note  Customer Item Based Credit Note 
RM  Customer Debit Credit Note  Reversal Customer Account Based Cr Note 
RM  Customer Debit Credit Note  Reversal Customer Account Based Dr Note 
RM  Customer Direct Invoice  Direct Sales 
RM  Customer Direct Invoice  Customer Item Invoice 
RM  Customer Direct Invoice  Customer Non Item Invoice 
RM  Customer Direct Invoice  Reversal Customer Non Item Invoice 
RM  Customer Order Based Invoice  Customer Order Based Invoice 
RM  Customer Order Based Invoice  Customer Proforma Invoice 
RM  Customer Order Based Invoice  Reversal Customer Order Based Invoice 
RM  Customer Payment  Customer Payment Voucher 
RM  Customer Receipt  Maintain Loyalty Points 
RM  Customer Receipt  Customer Receipt Voucher 
RM  Customer Receipt  Financing Document Details 
RM  Customer Receipt  Reversal Customer Receipt Voucher 
RM  Sundry Receipt  Reversal Sundry Receipt 
RM  Sundry Receipt  Sundry Receipt 

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 Done 
BPC  Function  Transaction  y/n 
Sales  Customer  One time Customer 
Sales  Customer  Maintain Customer 
Sales  Customer Complaints  Customer Complaints 
Sales  Drop Ship Receipt  Drop Ship Receipt 
Sales  Material Lost in Transit  Material Lost in Transit 
Sales  Pack Slip  Pack Slip 
Sales  Sale Order  Blanket Sale Order 
Sales  Sale Order  Drop Ship Sale Order 
Sales  Sale Order  Sale Order 
Sales  Sales Quotation  Quotation 
Sales  Sales Quotation  Request For Quotation 
Sales  Sales Return  Sales Return 
Sales  Stock Transfer Note  Stock Transfer Note 
Sales  Stock Transfer Order  Stock Transfer Order 
Sales  Stock Transfer Receipt  Stock Transfer Receipt 
Sales_Opp  Account  Maintain Account 
Sales_Opp  Events  Maintain Events 
Sales_Opp  Maintain Lead  Maintain Lead 
Sales_Opp  Opportunities  Maintain Opportunities 

Home Back to checklist

…

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