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Organization structure
Crompton Greaves Limited (CGL)
: CGL
: CGL
CGL
: CGL
: CGL
Business Area :
Each Manafacturing division and marketing branches are to be
defined as separate business area
Currently , the whole business of CGL is running on five different
servers
All Manafacturing Divisions and marketing branches as
independent company Codes
General Data
As a corporate Policy , Only banks will be
accepted as alternate payee for vendors
Purchasing Data
Separate Purchasing Organization for
purchasing and Sub contracting
IN Company Code Data service vendor for
Account group , this field should be mentioned
as mandatory
Vendor Invoice
Incoming invoice for services like Taxi,freight ,
courier ,annual Maintaince Contracts , telephone
bills , Water , electricity , legal dues will be
booked directly in FI
Service tax needs to be posted manually in
separate General Ledger Code .Detailed in the
relevent BBP
Mention Appropriate Payment Terms ,cost
center , business Area ,Text information describe
nature of payment etc.
2.
Down Payment
Down payments will be made on the basis of DP
requests. Finance department will see the list of DP
Requests every day in the system and decide on
their payments. The down payment requests can be
displayed through the report on vendor line items
Transaction Code is S_ALR_87012103 - List of
Vendor Line Items
Input
Apart from other selection parameters, need to
indicate against Noted Items
Manual Payment
Transaction Code for manual posting is F-48
The document type for this transaction will be KZ
(defaulted based on configuration)
Input
Mention the vendor number and the Spl GL
Indicator as A
Mention the bank account number
Automatic Payment
Transaction Code for manual posting is F110
For automatic payment the document type will be ZP
(assigned by the system based on configuration).
The programmed processes the down payment
requests, which fulfill the necessary parameters. Where
the parameters have not been completed in full, such
down payment requests appear as exceptions. One
example of exception would be an item where the
payment method has not been specified.
MannualPayment
Transaction Code is F-53
Input
For open item selection, select both
standard open items as well as Spl GL
indicator.
Automatic Payment:
Transaction Code is F110
The automatic payment program clears
the down payment and pays open items
duly reduced by the down payment.
Manual Clearing
Transaction code is F-44
Select the vendor a/c
Select both normal open items and Spl GL indicator - A
System shows the list of all normal open items and Down Payments not
yet cleared
Select appropriate items and post.
Goods Receipt
GR will be posted following the normal process.
Vendor Invoice
On receipt of invoices from the vendor, the posting
needs to be carried out in the normal way. Invoice can
be coming from MM thru Logistics Invoice Verification
(MIRO) or can be directly booked in FI (F-43/ FB60).
Expense A/c or GR/IR Clg. A/c Dr.
40
Bank A/c
50
Cheque Printing
In CGL, cheque printing will be done with check
management i.e. at first, check lots will be created in the
system and those will be used serially while printing.
Print Process
Depending on business case, following processes will be
used for cheque printing
Individually Online Printing: If the Cheque is to be printed
online i.e. along with the payment posting, proceed as
follows Accounts payable Document Entry Outgoing
Payment Post+ Print Form (transaction code F-58).
Print Form
Printing format needs to be standardized
and used by all the locations.
Un-reconciled Entries:
Daily/ periodic analysis of items pending in
the following GL reconciliation accounts is
required.
Cheques issued account
Transfers issued account
Cheques deposited account
Transfers received account
All the pending entries which remains unshifted from reconciliation account to
house bank GL account and other direct
entries available in bank statements but
not appearing in the reconciliation
accounts are required to be analyzed to
find out the reasons. After analyzing,
entries if any, are to be made in the books
of CGL and a note will be sent to the bank
for wrong or un-reconciled entries.
Interest Calculation:
Since our house bank account is a similar
bank statement with value dates the same
can be used for calculation of interest
every month, based on which provision
can be booked. For detail, refer to FI23.
Fixed Asset
Asset Class
In CGL, the asset classes will be created
for each valuation parameter (depreciation
rate).
Separate asset class will be created for
Low Value Assets
Separate asset classes will be maintained
to represent assets under construction in
buildings, plant and machinery, etc.
Account Determination
In CGL, separate account determinations will be
maintained for each type of assets, keeping in
mind the schedule-VI format. The gross block
and accumulated depreciation will be posted to
different GL a/cs for each type of assets.
However, Depreciation Expense A/c, Loss/ Gain
on Sale of Asset A/c will be used as common for
all the asset classes.
Depreciation Areas
In CGL, following depreciation areas will
be created for different valuation
requirement
Companies Act
Income Tax Act
ParameterRequirement1Depreciation
TypeOrdinary Depreciation2Depreciation
MethodSLM & WDV - both3Depreciation
RateStated percentages4CurrencyINR5Salvage
value conditions5% (Re 1 for LVAs)6Updation of
General LedgerOnline7Periodicity for Posting to
General LedgerMonthly8Conditions for Net Book
ValueAlways Positive9Fiscal Year April - March
The following parameters are specified for the Income Tax depreciation area
for CGL
Sl NoParameterRequirement1Depreciation TypeOrdinary
Depreciation2Depreciation MethodWDV only3Depreciation RateFixed
percentage for a block of assets. Percentages as per the Indian Income Tax
Act 4CurrencyINR5Salvage value conditionsNone6Updation of General
LedgerNo updates to the General Ledger7Periodicity for Updation of
depreciation in the General LedgerNot Applicable8Conditions for Net Book
ValueAlways Positive9Fiscal YearApril to March. 10Rounding of
DepreciationMaintain 2 places of decimals11Depreciation for Acquisition
PostingsWhere an asset is acquired during the previous year and is put to
use for the purposes of business or profession for a period of less than 180
days in that previous year, the depreciation in respect of such asset shall be
restricted to fifty per cent of the amount calculated at the prescribed
percentage. (It implies if within first 180 days, charge whole year
depreciation and if after 180 days, charge half rate of depreciation)
Asset Acquisitions
External Acquisition
Create FAAP and get the approval from the
management (Outside SAP). Create Internal Order with
FAAP number. Record the sanctioned budget amount
therein.
Create Purchase Order with account assignment to that
Internal Order. Here use the dummy material code
created for the relevant chapter ID.
Post goods receipt (MIGO) in two-steps 103 and 105. At
the time of 105, RG23C Part I will be updated with the
quantity and FI posting will be as below:
In-house Development
Create FAAP and get the approval from the
management (Outside SAP). Create Internal
Order with FAAP number. Record the sanctioned
budget amount therein.
For all the procurements,
Create Purchase Orders with account assignment to
that Internal Order. Here use the dummy material
codes created for the relevant chapter IDs.
Asset Transfers
Inter Cost Center Asset Transfers: In CGL,
assets may be transferred from one cost
center to another. After transfer, the
depreciation expense should get booked to
the new cost center. If the transfer is within
two cost centers but within the same
business area (division/ branch), only the
cost center data in the asset master record
needs to be changed. In SAP, cost centers
are assigned at the asset master level.
Depreciation Posting
Book depreciation will be posted automatically to the general ledger
at the end of every month based on the rates and other depreciation
terms maintained in the asset master record. It will be possible to
execute multiple repeat runs for depreciation posting in any given
period. In the repeat runs, the system would not post depreciation
twice, but only pick up additional data to be posted. The
depreciation expense will get booked to the cost center/ business
area of the assets. In CGL, unplanned depreciation may be required
to be posted in order to carry out value adjustments to the
depreciation posted. Unplanned depreciation will be shown
separately at the time of asset reporting. CGL would require to writeup depreciation for assets in order to make corrections to
depreciation posted erroneously in closed fiscal years.
Closing Procedure
Interest Calculation
Interest On Banks Overdrafts
Considering the specific requirement of CGL, it
appears that SAP standard functionality logic
may not be useful in this respect.
Interest Credit Notes From Vendors For
Delayed Payments
Considering the specific requirement of CGL, it
appears that SAP standard functionality logic
may not be useful in this respect.
Forex Management
Imports and Exports:
Imports:
Import Purchase orders will be raised only in foreign
currency.
Goods receipt will be recorded at the rate prevailing
on the date of Bill of Entry.
Vendors will be settled using the bank rate existing on
the payment date. The exchange difference between
the BOE rate and the rate at which payment is made
will be accounted for as FOREX gain / loss.
Exports:
Export Sales order will be raised only in foreign
currency.
Billing will be effected in foreign currency and the
accounting for revenue would be at the rate prevailing
on Bill of Lading date.
Settlement from customers will be effected using the
bank rate existing on the payment date. The
exchange difference between the BOL rate and the
rate at which payment is received should be
accounted for as FOREX gain / loss.