Mandhana SD BBP -Tarapur Final2

Mandhana Industries Ltd.

Business Blue Print DocumentFor

SALES AND DISTRIBUTION(TARAPUR)

Author Ms. Niti JhaReviewer Mr. Sudeep MundadaApprover Mr. Sudeep MundadaRelease Date 17-Oct-11

Table of Contents

AN INTRODUCTION TO MANDHANA INDUSTRIES LIMITEDA. ORGANIZATIONAL UNITS.................................................................................................8

O SALES & DISTRIBUTION.....................................................................................................81.1. SALES AREA..........................................................................................................181.2. SALES ORGANIZATION:.............................................................................................191.3. SALES OFFICE........................................................................................................191.4. SALES GROUP........................................................................................................201.5. DISTRIBUTION CHANNELS.........................................................................................211.6. DIVISIONS..............................................................................................................211.7. PLANTS.................................................................................................................22

2. INVENTORY MANAGEMENT....................................................................................................232.1 STORAGE LOCATION.................................................................................................232.2 SHIPPING POINTS.....................................................................................................24

B. MASTER DATA.................................................................................................................... 24

1. GENERAL MASTER RECORD..................................................................................................241.1 CUSTOMER MASTER RECORDS........................................................................................241.2 CUSTOMER ACCOUNT ASSIGNMENT GROUP.......................................................................271.3 MATERIAL MASTER RECORDS..........................................................................................281.4 MATERIAL ACCOUNT ASSIGNMENT GROUP.........................................................................29

2. SALES & DISTRIBUTION.......................................................................................................292.1 PRICE CONDITIONS......................................................................................................292.2 PRICING PROCEDURES..................................................................................................30

C. BUSINESS PROCESSES...................................................................................................371. SALES AND DISTRIBUTION................................................................................................37

1.1 CUSTOMER INQUIRY PROCESSING....................................................................................371.2 CUSTOMER QUOTATION PROCESSING...............................................................................381.3. SALES ORDER PROCESSING.........................................................................................411.4 CREDIT CONTROL.....................................................................................................521.5. SHIPPING.................................................................................................................53GAPS & RECCOMENDATIONS:........................................................................................571) BALE PACKING SLIP & PACKING SLIP REPORT WILL BE COVERED IN 2ND PHASE......................571.6. BILLING..................................................................................................................581.7. BILLING CANCELLATION.............................................................................................611.8. PROCESS OVERVIEW TABLE FOR SALES & DISTRIBUTIONS...................................................62REPORTING.......................................................................................................................65

1.9. GAPS & ISSUES DISCUSSED.……………………………………………………………………. 68

Business Blueprint DocumentSales & Distribution (Tarapur)

Sales & Distribution Team-MWS, MWH

Organization Hierarchy Designation

Acceptance/Signature

Mandhana Team

Mr. A.P. Bhatnagar President

Mr. Jagjit Singh V.P. – Yarn Dyeing

Mr. Mahesh Sankhe Asst. Manager – IT

Mr. Girish Vade Sr. Executive(Dispatch)

Mr. Suresh Asst. Manager ( Marketing)

Om Prakash Executive Narinder Marve V.P-IT

Ajay Gamare IT SD Co-coordinator

NovelERP TeamNiti Jha SD Consultant

Sudeep M.SD Lead & Project Coordinator

Doc : <BBP Doc>Ver : 1.0

Copyright NovelERP Solutions Pvt. Ltd

All Rights Reserved<For Internal Use Only>

Softcopy: SD MIL BBP_TVer : 1.0

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Sales & Distribution Team- CDR

Organization Hierarchy Designation


Mandhana Team Pankaj Gohel V.P Mr. Arunkumar Mehta DGM- PPC Sachin Vangad IT-SAP Coordinator Narinder Marve V.P-IT Ajay Gamare IT SD Co-coordinator







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Sales & Distribution Team-MTDOrganization Hierarchy Designation


Mandhana Team

Mr. U.R.Kulkarni Vice President

Mr. Vivek Bhandari Sr. Executive

Mr. Rajaram Dube Sr. Executive

Mr. Naresh Patil IT/MIS-Manager

Mr. G.P Kanchi Asst. General ManagerMr. V. Krishnamurthy Manager

Narinder Marve V.P-IT

Ajay Gamare IT SD Co-coordinator







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Mandhana Industries Ltd. ShAPe IT Project

Introduction

Mandhana is a multi-divisional Textile Company spread over multiple geographical locations. MIL engages in Manufacturing of textiles and garments with state-of-the-art infrastructure. The scope of Mandhana’s business includes designing, yarn dyeing, weaving, processing, printing and garment manufacturing. Planned infrastructural developments have helped MIL integrate vertically and establish a niche player in the Indian Textile.

The SAP R/3 SD module will encompass all the activities in Sales & Distribution and the integration activities with Production, Quality, Finance and Purchase.

In this document we are covering all plants at Tarapur-MWS (Weaving & Dyeing), MWH (Weaving), CDR (Dyeing & Printing) & MTD (Dyeing).

CDR

Dyeing and Printing are major activities performed at CDR. Dyeing is only done in MTD.Orders are received for dyeing and printing from MIL (HO) for domestic and MIPL (HO) for export. At CDR greige fabric is converted into finished fabric. Here other processes like Yarn dyed as well as Piece Dyed orders are also done.

MTD

Dyeing is a 100% Job work related activity. Here greige fabrics are received along with Buyers/Customer Orders for the processes to be performed on the greige fabric. At MTD the greige fabric is converted to finish fabric. Here Yarn dyed as well as Piece Dyed orders are processed. Costing here is order based; this is because costing is derived based on the number of processes that need to be performed on the greige fabric to convert it to finish fabric as per customer requirements.

Document Change Control : Release

Description Created by

Date Reviewed by

Date Section

Description

1.0 Sales & Distribution

Niti Jha 17th Oct, 11

Sudeep Mundada

19th Oct, 11

1.1 BBP created


Niti Jha 8th Nov, 11

Sudeep Mundada

8th Nov, 11

2.1 Concept Of Z Screen is





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added.2.0 Sales &

DistributionNiti Jha 9th Nov,

11Sudeep Mundada

10th Nov, 11

C-1.8 Process Overview Table & Reports are added.


Niti Jha 9th Nov, 11

Sudeep Mundada

10th Nov, 11

Concept of Excise Duty removed


Niti Jha 17th Dec, 11

Sudeep Mundada

17th Dec, 11

Added Gaps & Queries discussion


Niti Jha 27th Jan, 12

Sudeep Mundada

27th Jan, 12

Added Stock Sale (Fresh & Surplus) in Sales doc. Type Chart.


Niti Jha 23rd Feb, 12

Sudeep Mundada

23rd Feb, 12

Added Deemed Exp dist.channel & order type, pricing. Changed Nomenclature.


Niti Jha 12th Mar, 12

Sudeep Mundada

12th Mar, 12

Added Sale rate condition type in pricing procedure. Added new account groups for ship to party and added new order types





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A. Organizational Units

o Sales & Distribution.

Sales Organization:

Sales Organization stands for a selling unit in the legal sense, being responsible for product liability and other claims made by customers. Each sale business transaction is processed within one sale organization, which has to be entered by the user when starting the transaction.

AS IS:

A) Existing Sales Organization structure For Fabric (Domestic & Export-Weaving & Shirting) division

Sales Organization DescriptionMWH Mandhana Weaving HouseMWS Mandhana Weaving House (Shirting Division)

Existing Sales Organization structure For Fabric (Domestic & Export-Dyeing & Printing) division

CDR

Sales Organization DescriptionCDR Mandhana Dyeing Unit II

MTD

Sales Organization DescriptionMTD Mandhana Dyeing

TO BE





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Proposed Sales Organization structure For Fabric (Domestic & Export- Weaving & Shirting, Dyeing & Printing) division

Sales Organization Description2000 Mandhana Textile

Distribution Channel:

The distribution channel represents the channel through which salable materials or services reach customers. Within a sales organization a customer can be supplied through several distribution channels. In addition, the material master data relevant for sales, such as prices, minimum order quantity, minimum quantity to be delivered and delivering plant, can differ for each sales organization and distribution channel.

AS IS:

A) Distributional Channel Structure for Fabric (Domestic & Export-Weaving & Shirting) division

Sr. No. Distribution Channel1. Domestic Sale

Distributional Channel Structure for Fabric (Domestic & Export-Dyeing & Printing) division- CDR & MTD

Sr. No. Distribution Channel1. Domestic Sale2. Export Sale

TO BE

Proposed Distributional Channel structure For Fabric (Domestic & Export- Weaving & Shirting, Dyeing & Printing) division

Sr. No. Distribution Channel1. Domestic Direct Sale (10)2. Export Direct Sale (20)





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3. Stock Transfer (30)4. Domestic Agent (40)5. Export Agent (50)6. Processing (70)

7. Deemed export (80)

Division

The division is used to group materials, products and services of a company from sales point of view.

AS IS

A) Existing Division Structure for Fabric (Domestic & Export-Weaving & Shirting) division

Sr. No. Division1. Material Master2. Direct Sale3. Agent Sale

Existing Division Structure for Fabric (Domestic & Export-Dyeing & Printing) division-CDR & MTD

Sr. No. Division1. Direct Sale2. Agent Sale

TO BE

Proposed Division structure For Fabric (Domestic & Export- Weaving & Shirting, Dyeing & Printing) division





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Sr. No. Division1. 50 – Yarn 2. 30 – Fabric 3. 40 – Common


Sales Area

All transactions in Sales and Distribution module are processed with reference to sales area. The master data for customer and materials are also defined for sales area. The sales area comprises of combination of sales organization, distribution channel and division. Sales office

Sales office is used to reflect geographical aspects of a company. For each sale transaction entered in the system it is responsible to capture the responsible sales office. The sales office information can be used to carry out reporting for the different branches and representative offices of a company.

A) Existing Sales Office Structure for Fabric (Domestic & Export-Weaving & Shirting) division

Sr. No. Sales Office

1. Greige Fabric / Yarn Dyed Fabric

2. Yarn Dyeing

Sales Office Structure for Fabric (Domestic & Export-Dyeing & Printing) division

CDR

Sr. No. Sales Office1. Mandhana Dyeing Unit II, Mumbai (CDR-HO)2. Mandhana Dyeing Unit II, Mumbai (CDR-Tarapur)

MTD

Sr. No. Sales Office1. Mandhana Dyeing - Mumbai (MTD-HO)2. Mandhana Dyeing – Mumbai (MTD-TARAPUR)

TO BE

Proposed Sales Office structure For Fabric (Domestic & Export- Weaving & Shirting, Dyeing & Printing) division.





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Sr. No. Sales Office1. Mumbai – 10012. Chennai – 10023. Delhi – 10034. Bangalore – 10045. Tarapur – 1005

Sales Group

The staff of a sales office may be subdivided into sales groups.

AS IS

A) Existing Sales Group Structure for Fabric (Domestic & Export-Weaving & Shirting) division

Sr. No. Sales Group1. Domestic Sales2. Export Sales3. Retail

Existing Sales Group Structure for Fabric (Domestic & Export-Dyeing & Printing) division- CDR & MTD

Sr. No. Sales Group1. Domestic Sales2. Export Sales

TO BE

Proposed Sales Group structure For Fabric (Domestic & Export- Weaving & Shirting, Dyeing & Printing) division

MIL doesn’t want any sales group to be created for Tarapur plants and its sales processes in SAP





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Plant:In sales, plant refers to a physical organization unit from where goods are/from delivered.

AS IS

A) Existing Plant Structure for Fabric (Domestic & Export-Weaving & Shirting) division

Sr. No. Plant Location

1. Mandhana Weaving House Tarapur2. Mandhana Weaving House (Shirting

Division) Tarapur

Existing Plant Structure for Fabric (Domestic & Export-Dyeing & Printing) division

CDR

Sr. No. Plant Location

1. Mandhana Dyeing Unit II (CDR) Tarapur

MTD

Sr. No. Plant Location1. Mandhana Dyeing (MTD-TARAPUR) Tarapur

TO BE

A & B) Proposed Plant Structure for Fabric (Export & Domestic-Dyeing & Printing, Weaving & Shirting) division.





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Sr. No. Plant Location1. Mandhana Dyeing- MTD (2003) Tarapur2. Mandhana Dyeing Unit II- CDR (2004) Tarapur3. Mandhana Weaving House- MWH (2001) Tarapur

4. Mandhana Weaving House (Shirting Division) - MWS (2002)

Tarapur

Sales Persons

We can maintain personnel master records for sales representatives in your company. In the personnel master record, we assign the salesperson to the sales office and the sales group. Sales People from Marketing can be created and selected at the time of Sales Order creation

Storage Locations

An organizational unit allowing differentiation between the various stocks of a material in a plant, in SD module we are concerned with finished goods storage locations at which the material is store. A plant may contain one or more storage locations. Several storage locations can be assigned to one plant. Multiple storage location will be created plant wise for finished product and depending on the plant and product the storage location will be determined if it is stored in unique storage location.

AS IS

A) Existing Sales Location Structure for Fabric (Domestic & Export-Weaving & Shirting) division

Sr. No. Storage Location1. Weaving Greige fabric store (MWH)2. Weaving Yarn dyed fabric store (MWH)3. Shirting Greige fabric store (MWS)4. Shirting Yarn dyed fabric store (MWS)

Sales Location Structure for Fabric (Domestic & Export-Dyeing & Printing) division

For CDR Plant





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Sr. No. Storage Location1. Greige fabric store2. Finish folding fabric store3. Fabric Warehouse

For MTD Plant

Sr. No. Storage Location1. Mandhana Dyeing Greige fabric store2. Mandhana Dyeing Finish folding fabric store3. Mandhana Dyeing Finish fabric store (MIL)4. Mandhana Dyeing Finish fabric store (MIPL)5. Mandhana Dyeing Material Stores6. Mandhana Dyeing Material Stores (Sub stores)

TO BE

Proposed Storage location structure For Fabric (Domestic & Export- Weaving & Shirting, Dyeing & Printing) division

Please refer Storage Location Structure from MM BBP document.

Shipping Points

An organizational unit in Logistics is that performs shipping processing. The physical location (for example, a warehouse or collection of loading ramps) from which you ship the items. The shipping point is the part of the company responsible for the type of shipping, the necessary shipping materials and the means of transport.

AS IS

A) Existing Shipping Structure for Fabric (Domestic & Export-Weaving & Shirting) division

Sr. No. Shipping Point1. Dispatch Department (MWS)2. Dispatch Department (MWH)





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Existing Shipping Structure for Fabric (Domestic & Export-Dyeing & Printing) division

For CDR Plant

Sr. No. Shipping Point1. Dispatch Department (CDR)

For MTD Plant

Sr. No. Shipping Point

1. Dispatch Department (MTD)

TO BE

A & B) Proposed Shipping Structure for all plants including Fabric (Export & Domestic) division

Sr. No. Shipping point Location1. Mandhana Dyeing- MTD (2003) Tarapur2. Mandhana Dyeing Unit II- CDR (2004) Tarapur3. Mandhana Weaving House- MWH (2001) Tarapur

4. Mandhana Weaving House (Shirting Division) - MWS (2002)

Tarapur

Current SD Organization Structure





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Proposed SD Organization Structure for MIL:





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Company Code -1000

TARAPUR

MANDHANA GARMENT - 1000

DISTRIBUTION CHANNELS

GARMENT

ACCESSSORIES

MUMBAI DELHI CHENNAI BANGALORE

SALES OFFICES

FABRIC COMMON

DOMESTIC - 10

EXPORT - 20

STOCK TRANSFER - 30

DOMESTIC AGENT - 40

EXPORT AGENT - 50

STITCHING - 60

MANDHANA TEXTILE - 2000

MANDHANA RETAIL - 3000

SALES ORGANIZATION

YARN FABRIC GARMENT ACCESSSORIES

COMMON

DIVISIONS

MUMBAI DELHI CHENNAI BANGALORE

COMMON

DOMESTIC - 10

EXPORT - 20

STOCK TRANSFER - 30

DOMESTIC AGENT - 40

EXPORT AGENT - 50

Processing - 70

DOMESTIC - 10

EXPORT - 20

STOCK TRANSFER - 30

DOMESTIC AGENT - 40

EXPORT AGENT - 50

DEEMED EXPORT - 80

DEEMED EXPORT - 80


1.1. Sales Area

Sales area determines which distribution channel can be used to sell the products

from one division in a sales organization. Each sales transaction will have to be

created in one of the sales area. This will ensure segregation of local and export &

stock transfer sales.

a) TO/BE:

MIL will have below sales areas For textile Segment at Tarapur in the system:

Sr. No.

Sales Organization Distribution Channel

Division

1 Mandhana Textile-2000 10 –Domestic Direct

50 - Yarn


30 - Fabric


40 - Common

4 Mandhana Textile-2000 20 –Export Direct 50 - Yarn5 Mandhana Textile -2000 20 –Export Direct 30 - Fabric6 Mandhana Textile -2000 20 –Export Direct 40 - Common7 Mandhana Textile -2000 30–Stock Transfer 50 - Yarn8 Mandhana Textile -2000 30–Stock Transfer 30 - Fabric9 Mandhana Textile -2000 30–Stock Transfer 40 - Common10 Mandhana Textile -2000 40–Domestic Agent 50 - Yarn11 Mandhana Textile -2000 40–Domestic Agent 30 - Fabric12 Mandhana Textile -2000 40–Domestic Agent 40 - Common13 Mandhana Textile -2000 50–Export Agent 50 - Yarn14 Mandhana Textile -2000 50–Export Agent 30 - Fabric15 Mandhana Textile -2000 50–Export Agent 40 - Common16 Mandhana Textile -2000 70–Processing 50 - Yarn17 Mandhana Textile -2000 70–Processing 30 - Fabric18 Mandhana Textile -2000 70–Processing 40 - Common





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19 Mandhana Textile -2000 80– Deemed Export 50 - Yarn20 Mandhana Textile -2000 80– Deemed Export 30 - Fabric21 Mandhana Textile -2000 80– Deemed Export 40 - Common

1.2. Sales Organization:

a) Requirements/Expectations

Company Code-1000 requires three sales organizations.

b) General explanations

The sales organization is an organizational unit within logistics, which structures the company according to its sales requirements.

A sales organization is responsible for the sale and distribution of goods and services.

Sales organization is a entity being responsible for product liability and other resources claims made by the customers. It could be regional sub-division of the market also.

c) Existing Configuration

Three sales organizations –MPO, MDD, and MIL for company code MIL.

d) System configuration for MIL

New sales organizations 2000 –Textile Segment will be created and assigned to company code 1000.

1.3. Sales Office


1000-Company Code requires multiple Sales Offices for all sales areas.






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A physical location (for example, a branch office) that has responsibility for the sale of certain products or services within a given geographical area.


Sales Offices at Mumbai & Bangalore (MPO), Mumbai (MDD), Mumbai (MIL)


Create below mentioned Sales offices and assigned to respective sales areas.

Sales Offices for Textiles:

1) Mumbai

2) Bangalore

3) Chennai

4) Delhi

5) Tarapur

1.4. Sales Group


Company code-1000 requires Merchandisers as sales group for sales transactions.


A group of sales people who are responsible for processing sales of certain products or services.


Sales Organization Sales Office Sales Group MPO Mumbai Export Sale MPO Bangalore Export Sale

MDD Mumbai Domestic Sale MIL Mumbai Export Sale





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MIL Mumbai Domestic Sale


MIL doesn’t want any sales group to be created for Tarapur plants and its sales processes in SAP

1.5. Distribution Channels

a) Requirements/Expectations.

Company Code-1000 has requirement of six distribution channels Domestic, Export, Stock Transfer, Domestic Agent , Export Agent, Deemed Export & Processing for Textile segment.

General explanations

Distribution channel is used to define how different products reach to consumers.

b) Existing Configuration

Currently MIL has three distribution Channels viz.DomesticExportStock Transfer

c) System configuration for MIL

Distribution Channels (Domestic-10, Export-20,Stock Transfer- 30,Domestic Agent-

40,Export Agent-50,Processing-70, Deemed Export-80) to be used and assigned to

Sales Organizations- 2000 .

1.6. Divisions

Requirements/Expectations.

Company Code-1000 has requirement of 3 Divisions for Textile segment.

General explanations.





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The division is one of the organizational units in Sales & Distribution and is required for business area account assignment for logistics transactions in Financial Accounting.

Existing Configuration

Currently MIL has four Divisions as mentioned below.

Direct SaleAgent saleSamplingStock Transfer

System configuration for MIL

We are completely redefining the Divisions structure. New Divisions like 50 -Yarn,

30 - Fabric, 40 - Common has been created and to be assigned to Sales

Organization 2000 .

1.7. Plants

Requirements/Expectations.

Company Code-1000 has requirement of nineteen plants.

General explanations.

To monitor the stock of material it is necessary to be able to store in the system the locations at which materials are kept. You can do this using the terms plant and storage location. A plant can either be a place of production or a single storage location, or a combination of closely situated storage locations where stock is kept.

Existing Configuration

Currently MIL has seven plants.





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System configuration for MIL

Four plants to be created in System for Tarapur and all these plants will be

assigned to Company code 1000.

2. Inventory Management.2.1 Storage Location. a) Requirements/Expectations.

MIL has requirement of one Four Storage Locations.

Finished goods. Semi-finished goods. Raw Material. Scrap.

b) General explanations.

Storage location is a location where stocks are maintained which is assigned to a

plant. There could be logical & Physical storage location.


1) Storage Location for MTD( Dyeing)

Greige storage Processed Good storage ( In-process) Finished Folding Goods Storage MIL Fabric Store MIPL Fabric Store Main stores Sub stores

2) Storage Location for CDR( Dyeing II)

Main storesDoc : <BBP Doc>Ver : 1.0




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Bin location3) Storage Location for MWS( Shirting)

Main stores Yarn Godown Sub Store

4) Storage Location for MWH( Weaving)

Main stores Yarn Godown Sub Store


Kindly refer the MM BBP for detailed list of storage location

2.2 Shipping Points


Company Code-1000 has requirement of eighteen shipping points.

b) General explanations.

The shipping point is the top level in the organization for shipping. It may be a logical or physical element in the organization.


There are four existing Shipping Points at Tarapur.


One shipping point has to created and assigned to each plant.

There are 4 shipping points at Tarapur.





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B. Master Data

1. General Master Record 1.1 Customer Master Records a) Requirements/Expectations:

The SAP system will store master data for customer which will be used for reporting and sales cycle processing.

b) General Explanations

A business partner can be a natural or legal person who is directly involved in a business transaction with MIL.

The following partner functions are defined in the SAP system.

Sold-to partyShip-to partyPayerBill-to partyForwardersAgentsIn most of the cases, the sold to party (company which places an order for the delivery of goods), at the same time acts as ship-to party (receives goods), payer (pays or settles the invoice) and bill-to party (receives invoice). In this case the customer fulfills all the above listed first four predefined partner functions.

It is also quite common, however, that subsidiaries place orders, and the head office settles the respective invoices. In this case the partner functions are divided among different companies.

If a customer fulfills all functions at the same time, only one master record is necessary, in which all data required for these functions is entered. In this case a master record for the sold-to party is created. If the functions are divided among different companies, a corresponding number of master records are needed. In one master record you enter, for example, the address of the sold-to party for





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correspondence, in another master record the address of the ship-to party for the delivery. Only in the customer master record of the sold-to party is a link between the individual partners established and entering the customer number of the respective partners does this.

Account Group:

The account group ensures that for the different partner functions of a customer only the necessary screens and fields are displayed for input. The screens and fields accessed can be limited in the customer master record so that only the necessary data is entered. This is another function of the account group. The function of a customer is defined by assigning an account group.

The account group determines whether internal or external number assignment is allowed for a customer master record.

Number Range

A unique external name is assigned to every customer master record. This external name can be used to access the master record again later, or to refer to the customer when carrying out business transactions.

Every customer is assigned to an account group.

A customer's name is unique for all-sales areas and company codes when a customer master record has been created for a customer in a sales area.

c) Existing configuration

Following important account groups are present in SAP.

0001 Sold-to party0002 Goods recipient0003 Payer0004 Bill-to party0006 Competitors0007 Sales partnersCPDA One-time cust. (ext.no.assgnmt)





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d) System configuration for MIL:

Following new customer account group to be created:

Number ranges for the same will be internal by default as well as Alphanumeric Number ranges will also be given as external. One customer code can be created only either by internal or external number range.

1.2 Customer Account Assignment Group a) Requirements/Expectations.

System should automatically determination revenue account during billing.


The account assignment group to which the system automatically post the sales Invoice .The system uses the account assignment group as one of the criteria

during the automatic determination of revenue accounts.






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Customer a/c group

Nomenclature

Domestic Buyers-Fabric ZDOFExports Buyers-Fabric ZEXFSales Agents ZSGT

Deemed export ZDEX Ship to party _Fabric 0002

Ship to party_Garment ZSHGScrap Customers ZSCPSales Persons ZSPRProcessing /Job Work Buyers ZJOF


Following are the customer Account Assignment Groups available in SAP.

01 Domestic Revenue

02 Foreign Revenues

And following key combination to be used to assign G/L accounts

1 Cust.Grp/MaterialGrp/AcctKey

2 Cust.Grp/Account Key

3 Material Grp/Acct Key

4 General

5 Acct Key


Following customer account group should be made available in MIL

01 Domestic Revenues 02 Foreign Revenues

System to use Chart of Account 1000

1.3 Material Master Records

a) Requirements/Expectations.The SAP system will store master data for customer which will be used for reporting and sales cycle processing. General explanations The material master record contains all information about the materials a company procures, manufactures, stores and ships. The data stored in the material master is not only used by Warehouse Management (WM), but also by other application components, such as Inventory Management (IM), Production Planning (PP), Quality Management (QM) and Shipping (SD-SHP).





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The integration of all information about a material into a single record eliminates redundancy and makes it possible to store material data for all relevant system components in a single database. Existing Configuration.Currently material masters are maintained in Legacy systems

System configuration for MIL: Refer details given in MM BBP doc.

1.4 Material Account Assignment Group

Requirements/Expectations.System should automatically determine revenue account during billing. General explanations Group of materials with the same accounting requirements. Used by the system when creating an accounting document from a billing document to determine the revenue or sales deduction account. Existing Configuration01 Trading 02 Services 03 Scrap 04 Semi Finished05 Raw Materials


Following material account assignment group to be made available in MIL Finished goods. Semi-finished goods. Raw Material. Scraps.





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2. Sales & Distribution

2.1 Price Conditions. a) Requirements/Expectations:

System should automatically pick price for conditions for which condition records are maintained & should allow to enter value manually in documents for conditions which are manually entered.

b) General Explanations:

The system uses a pricing procedure relevant for a Sales Area. The procedure has the elements of pricing stored in it and each of them is known as a condition type.

At the time of creating a sales order or an invoice, the pricing procedure will take effect. The system will pick up these values automatically and calculate the final price based on the condition

Pricing elements are generally only valid for a certain period. A price agreement can be limited to a period by specifying a validity period. Pricing elements are managed according to three criteria.

c) Existing Configuration.

Not Applicable


Following key combination is used to maintain condition record in basic price.

Plant/ Sales Org/Dist Ch/Customer/Material. Customer/Material with release status Material with release status.

2.2 Pricing Procedures.

a) Requirements/Expectations: Existing process general explanation





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The HOD does the costing basically. A price range is agreed upon and the minimum acceptable price level and general guidelines for the products are finalized from time to time. Specific sanction from HOD is required for considering any price below the minimum acceptable level. Marketing department negotiates business deals based on the above. Prices for domestic sales are in INR which can be inclusive of or exclusive of commissions payable to agents. Following major factors are considered for working out the prices.

Price of Yarn which is company’s major raw material in the international and domestic market as well.

1. Production of cotton crops.2. Trend of oil prices in the market.3. Currency exchange rate.4. Export policy of Government.5. Market demand for the products.6. Budgeted annual target levels.7. Quantity.

FOR MWS & MWH Units: Pricing of Greige and Yarn dyed greige Fabric:

Costing of Greige and Yarn dyed greige fabric is depending on various aspects:

1. Greige costing Yarn calculation

oWeight of warp X yarn rateoWeight of weft X yarn rate

Weaving cost = PPI X pick rate/inch

2. Yarn Dyed Greige costing Yarn calculation

oWeight of warp X yarn rateoWeight of weft X yarn rate

1. Shrinkage (6%)2. Dyeing cost3. Bleaching cost4. Type of dyeing (Vat dyed / Space dyed) Weaving cost = PPI X pick rate/inch

FOR CDR & MTD Unit: Pricing of Greige and Yarn dyed greige Fabric:Existing process general explanation

The Vice President does the costing basically. A price range is agreed upon and the minimum acceptable price level. Price is reviewed periodically. Process and printing charges are in INR which can be inclusive of or exclusive





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of commissions payable to agents. Following major factors are considered for working out the prices.

Charges for processing fabric is based on following major factors

1. Variable cost of production.

2. Fixed cost

3. Market demand for the products.

4. Quantity and type of fabric

Process cost is based on the following major factors:

1. Fabric Quality2. Shrinkage %3. weight of the fabric4. Process route5. Raw material cost & consumption for

Bleaching/Dyeing/Finishing6. Utility cost7. Labour Cost8. Additional special process cost9. Packing cost10.Insurance11.Freight charges12.Brokerage

Printing Cost: Print cost is fixed per meter.

Provision For Z-Screen:

Novel will provide a Z-Screen to enter the entities required to derive the basic price for fabric.

For Processed Fabric: Z –screen For Basic price will include

1) Yarn Cost2) Warping+ Weaving Cost3) Sizing Cost4) Labour Cost5) Shrinkage cost

Above entries has to be entered manually in Z- Screen. This will generate a reference number. The same reference number will be used by user in





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future to enter manually pricing details to derive a new reference number for new order.

Based on above details we have derived on the below pricing structure:

Prices have to be entered manually in the system by the user.

A) Basic Pricing structure For Fabric Domestic/Surplus SaleCondition Condition

TypeA Basic Price ValueB Discount Value/Qty/%C Freight ValueD Packing+Handling ValueE Postal Charge ValueF Insurance Value/Qty/%G Octroi Value/Qty/%H Loading+Unloading ValueI Stamp Duty ValueE Total of

A+B+C+D+E+F+G+H+I

F Indirect Tax on Total Value

%

G Vat Charges on net value of Fabric

%

H CST Charges on net value of Fabric

%

I Grand Total (E + F+G+H)

B) Basic Pricing structure For Fabric Export, Surplus Sale & Fabric Deemed Export

Condition Condition Type

A Basic Price ValueDoc : <BBP Doc>Ver : 1.0




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B Discount Value/Qty/%C Freight ValueD Packing+Forwarding+Cleari

ng ChargesValue

E Postal Charge ValueF Insurance Value/Qty/%G Octroi Value/Qty/%H Loading+Unloading ValueI Stamp Duty ValueE Total of

A+B+C+D+E+F+G+H+I

C) Basic Pricing structure For Scrap Sales/ Asset sales/Job Work/Processing


1 Basic Price Value/Qty2 Kitty process Value3 Lycra Value4 Cold Calendaring Charges Value5 Hot Calendaring Charges Value6 Starch finish/Stiff Finish(Only

Shirting)Value

7 Peaching Value8 Enzyme finish Value9 Lisa Finish Value10

Airflow finish Value

11

Heat setting Value

12

Water repellant Charge Value





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13

3 X Dry Value

14

Brushing Value

15

Cold shiner Value

16

ETI Finish Value

17

Wicking Finish ( 8 to 10 wash) Value

18

Wicking Finish ( Upto 20 wash)

Value

19

Dye Fixing Charge Value

20

Molesking Finish Value

21

Raising finish Value

22

Anti pilling Value

23

Paper touch finish Value

24

Roll packing Value ( on mts as well as no. of pieces)/Qty

25

Bale Packing Value( on mts as well as no. of pieces)/Qty

26

Insurance Value/Qty/%

27

Discount Value/Qty/%

28

Freight Value

29

Forwarding+Clearing Charges Value

30

Octroi Value/Qty/%

31

Loading+Unloading Value





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32

Sales Taxes %

33

Vat %

34

TCS %

35

Grand Total (1 TO 34)

d) Basic Pricing structure For Sales rate For MTD


1 Sale Rate Value/Qty2 Basic Price Value3 Excise Duty Value/Qty/%4 Grand Total (2+3)

e) Basic Pricing structure For Replacement Sale/Reproduction Sale


A Basic Price( Zero Value) ValueB Discount Value/Qty/%C Freight ValueD Octroi Value/Qty/%E Insurance ValueF Total of A+B+C+D+EG Sales Taxes %H Grand Total (F + G)






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Pricing procedure are used in sales document to calculate final value , each pricing procedure contains various condition types which controls how pricing is done at each stage & final value is calculated.

c) Existing Configuration.

Currently system is using different pricing procedures for different sales process.


Following are the new pricing procedures to be created for MIL defined above . 1) Domestic sales (Fabric)- ZA0DOF 2) Exports sales (Fabric) & Deemed Export (Fabric)- ZA0EOF 3) Stock Transfer –ZA0STO 4) Scrap Sales-ZA0SCR 5) Sample Sales-ZASAMP 6) Export Sample Sales- ZAESAM 7) JOB work sales-ZA0JOB 8) Dyed Yarn Sale-ZA0YAR 9) Replacement Sale/Reproduction Sale- ZA0REP 10) Sale Rate at MTD- ZA0SAR 11) Processed Fabric Sale- ZA0PFS 12) FOC Sale- ZA0FOC

Assumption

1) Sample Sales will be created in the system only for Salesman Samples.

C. Business Processes

1. Sales and Distribution

1.1 Customer Inquiry Processing






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Inquiries received from MIL / MILPEX, HO or external customers for greige fabric / yarn dyed fabric. Inquiries received from external customers for yarn dyed fabric are forwarded to MIL. For greige fabric, inquiries are handled here only. A customer inquiry comprises one or more items that contain the quantity of a material that the customer asked for.

Explanation of Existing Functions and Events: For Fabric (Domestic & Export-Weaving & Shirting) division.

Inquiry generating leading to receipt of customer orders involved the following steps

Company representatives visiting customers or customer visiting / contacting company through telephone, fax, email and internet.

Customer contacting through other buyers. Inquiries through brokers. Inquiries from existing customers for repeat purchases (orders). Greige Fabric Material stock position, pending order position and production

plans are taken into consideration before sending offers to customer. For Stock (Fresh / Surplus) Agents are contacted directly through mail /

telephone.

Explanation of Existing Functions and Events: For Fabric (Domestic & Export-Dyeing & Printing) division-CDR & MTD.

Inquiry generating leading to receipt of customer orders involved the following steps

Customer contacting through other buyers. Inquiries through brokers. Inquiries from existing customers for repeat processing (orders). Fabric process order position, pending order position/status and production

plans are taken into consideration before take order from customer.


The Inquiry represents a general sales query for a new product. A customer or prospective customer intents to buy certain product or services. System can list enquiries based on customers, materials, distribution channels, divisions and dates.






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Currently MIL is not creating inquiry. No inquiry will be maintained at any plant

level.


MIL doesn’t want the inquiries to be created in SAP too. NovelERP will do the configuration to create inquiries if MIL wants them to create in future.

1.2 Customer Quotation Processing a) Requirements/Expectations:

A quotation presents the customer with a legally binding offer for delivering a product.

A customer quotation comprises one or more items that contain the quantity of a material the customer asked for. The total quantity can be subdivided between the schedule lines in different amounts and relevant delivery dates.

Explanation of Existing Functions and Events: For Fabric (Domestic & Export-Weaving & Shirting) division.

MWH & MWS

Customer’s overdue outstanding position is reviewed before sending offers. Regular products, for example regular qualities of greige fabric, which are fast

moving, are offered from ready stock most of the times and maximum lead time for delivery is given.

Prices offered to customers are based on company’s analysis, feasibility study and after approval by President. A price range is available for marketing personnel with a fixed minimum realization level.

Prices differ from customer to customer as well as depending on quantity. In exceptional cases prices lower than the minimum realization level can be offered to a customer with prior sanction of President.

In yarn dyeing Pricing depends on the quality of yarn (e.g. cotton, polyester, linen, lycra), type of dyeing (e.g. vat, reactive).

Job work charges of dyeing the yarn is done according to the following categories:

1. White2. Light3. Medium4. Dark





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5. Hard dark

Prices / job work charges can be different from customer to customer depending upon the market situation and quantum of the contract.

For surplus stock the rates are offered by the agents.

In Mandhana Dyeing Unit II (CDR) following sales are done.

1. Fresh Processed and Printed fabric sale ( Processing / Printing charges )

2. Fents, Rags and Chindi sale3. Scrap sale

Explanation of Existing Functions and Events: For Fabric (Domestic & Export-Dyeing & Printing) division.

Customer’s overdue outstanding position is reviewed before taking orders. Process charges offered to customers (MIL / MIPL) are based on analysis,

feasibility study. A price range is available for marketing personnel with a fixed minimum realization level.

Printing charges are fixed per meter. Process charges differ from customer to customer as well as depending on

order quantity. In exceptional cases prices lower than the minimum realization level can be offered to a customer (in case of damage the fabrics while processing).

Process / Job work charges of Bleaching / Dyeing / Finishing of the fabric is done according to the following categories :

o Whiteo Lighto Mediumo Darko Deep Darko Quality of the fabrico Weight of the fabrico and Special finishes if any

Process job work charges may be different from customer to customer depending upon the market situation and quantum of the contract.

Price List is provided to the customer before taking orders.

In Mandhana Dyeing Unit (MTD) following sales are done.

A quotation presents the customer with a legally binding offer for delivering a product or providing a service within certain fixed conditions. This offer is legally binding for the company within a specified time period.





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A customer quotation comprises one or more items that contain the quality, quantity of a material and delivery schedule.

Explanation of existing Functions and Events

Customer’s overdue outstanding position is reviewed before taking orders. Process charges offered to customers are based on company’s analysis,

feasibility study and after approval by Vice President. A price range is available for marketing personnel with a fixed minimum realization level.

Process charges differ from customer to customer as well as depending on order quantity. In exceptional cases prices lower than the minimum realization level can be offered to a customer with prior sanction of Vice President (in case of damage the fabrics while processing).

Process / Job work charges of Bleaching / Dyeing / Finishing of the fabric is done according to the following categories :

White Light Medium Dark Deep Dark Quality of the fabric Weight of the fabric and Special finishes if any

Process job work charges may be different from customer to customer depending upon the market situation and quantum of the contract.

Price List is provided to the customer before taking orders.


Quotation can be prepared by referring to the inquiry document earlier. This is a facility for copying the inquiry document to a quotation. Changes in the inquiry, if any, will be incorporated in the quotation.

The system will generate an internal numbering for the quotation from a number range different from that of the inquiry. The quotation can be tracked on various criteria such as materials, divisions, customers, dates, and sales documents.





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One or more materials can be entered in the quotation as items.

The next document in the process, which is the Sales Order, can be created with reference to the quotation i.e. by automatic copying the details of the quotation document.

The system will use internal numbering. It can track quotations based on enquiries, materials, divisions, customers, and dates.


Currently MIL is creating Quotations for only those customer request that are converted into orders.


MIL wants creation of Quotations for confirmed orders only in SAP too.

1.3. Sales Order Processing


Existing Sales order Process

Inquiries, Quotations will be taken care by merchandising department and orders received for execution will be authorized by HOD before releasing to exports logistics department.

After finalization of quotation and approval of garment sample buyer gives Purchase Order. Purchase order mainly contains style number, quantity, rate, delivery terms and payment terms. It may consist of more than one style numbers and their relevant information. After receiving Purchase Order from buyer, size wise ratio is given to the CAD department for fabric consumption to book the fabric. Against this purchase order received from buyer, first Pro-Forma Invoice is prepared and then Production Order (Lot Number) is made by the merchandising department. Mostly one production order is made for one style number. Production order contains the collective information of quotation, details of trims and fabric. Against production order Purchase Requisition is released for Trims and Fabric separately which is then passed to the Trims and Fabric Procurement Departments. For local trims and imported trims purchase requisitions are released separately.





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One copy of purchase order received from buyer is sent to the account department along with Pro-forma invoice for opening LC for FOB or CIF as per negotiated in quotation.

The Trims and Fabric Procurement department procures Trim material and Fabric as per purchase requisition received from merchandising department for the production order, from the vendors by releasing Trim Purchase Order and Fabric Purchase Order respectively. GRN is taken in respective store for received goods and then the goods are issued to factory at Mumbai or Bangalore or to Job worker in Mumbai or Bangalore.

The HOD of the merchandising department plans the orders and decides which order will go to which factory for production. The lead time from order received from buyer to shipment is 90 to 120 days. And the same is around 30-60 days for production.

In Mandhana Weaving House, following sales are done.

4. Greige fabric sale5. Yarn dyed fabric sale6. Surplus (Greige / yarn dyed) sale7. Fents, Ragns and Chindhi (Greige / yarn dyed) sale8. Rewinded yarn bottom sale9. Scrap sale – salvage (greige / dyed), sized / unsized (greige / dyed), broken puttha, paper tube, PP plastic, plastic drum, MS steel, brass, copper, SS 304, coal ash, aluminum, etc.10.11. Yarn dyeing sale.12. Yarn trading.13. Depreciated machinery Sale

General Explanation for Fabric (Domestic & Export-Weaving & Shirting) division:


Purchase orders received from HO for Domestic customers or for export customers or from external customers by marketing department is sent to the dispatch section after completion of following formalities.

1. Greige / Yarn Dyed Fabric Sale

Check purchase order for Product i.e. whether it is for Greige fabric or for Yarn dyed fabric, Grade, Quantity, Packing, Price, Delivery location & Schedule, Payment Terms.

Prepare Sales contract, the same is checked and approved by marketing department per guidelines from President.





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In case of yarn dyed fabric PPD will first receive a Lab Dip sample for the dyed yarn. On approval of the same, they will send the baby cone to CCI loom where a desk loom is prepared. The desk loom is then sent to buyer for approval. Once the desk loom is approved the same is sent for bulk production.

In case of Greige fabric there is no lab dip. Directly desk loom is then sent for bulk production.

Before going for production, the Commercial department will prepare Fabric Specification Slip (FSS) based on the order received. The FSS contains Customer name, sort number, quantity and some technical details.

Sort number is generated by the Textile Designers in Head Office for orders sent from Head office (MIL), for other orders (MIPLEX or Domestic) the sort is created at Factory.

Based on the Sort, Yarn requirement is calculated. This contains the details like,

1. Count2. Construction3. Yarn type4. Type of warp5. Type of weft6. Weaving type7. Requirement in KGS

PPC department will check the availability of yarn in store. If yarn is available it is issued for production else PPC will release MRL for yarn to Procurement department situated at HO.

In case of Yarn dyed fabric, PPC will release a Yard dyeing requisition for dyeing yarn to Yarn Dyeing Department. The dyeing of yarn is approved by HOD and then go head for production is given.

After production the fabric (dyed or yarn dyed) is sent to Inspection and Folding department.

The fabric is inspected and packed in the form of bale or roll as per buyer’s requirement.

Marketing / Commercial Department will prepare DA (Dispatch Advice) as per sales contract and send to Inspection and Folding Department. Copy of the same is sent to Dispatch Department.

Based on DA, Packing list is created.

2. Stock Sale (Fresh / Surplus): Slightly defective (surplus) Fabric is sold directly to customer through

agent. This surplus has different grades. (Ref. following table). In this case pro-forma invoice is raised for advanced payment. Delivery Advice is prepare and sent to Dispatch department. The Dispatch department will receive DA from Marketing / commercial

department. Based on DA Packing list, DC and Invoice is prepared and the surplus is dispatched along with them.

Different grades of fabric as per grade groups:Doc : <BBP Doc>Ver : 1.0




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Grade Grade GroupA+ FreshA1 Second 40+F1 Second 40+F2 Second 20-39O1 Second 10-19O2 Second 1-9

3. Yarn Dyeing sale:

Purchase orders for yarn dyeing come either on mails or verbally or on hard copy.

Job work contract is made against the received order. Count No., Shade No. Purchase Order No, Quantity and Job work charges

are mentioned in the job work contract. Yarn is provided by the customer. The yarn is received in yarn godown. Commercial & yarn dyeing production department is informed about this. The yarn is then issued for dyeing as per program prepared on the basis of

Job Work contract. After finishing dyeing, rewinding, checking & packing DA is prepared and

sent to dispatch department.

4. Job work for weaving at MWH or outside:

Sometimes warp and size beam are also sent outside for weaving to job worker through job work PO and DC. In some cases dyed yarn also sent. This yarn may be sized or unsized. On the base of production memo, dispatch department will prepare DC.

5. Fents, Ragns and Chindhi (Greige / yarn dyed) / Rewinded yarn bottom / Scrap Sale:

Fents, Rags and Chindhi (greige / yarn dyed), rewinding yarn bottom / Scrap is also sold directly to customer through agent.

Pro-forma invoice is prepared by commercial department for advance payment.

DA is prepared and sent to dispatch department.

Document consideration Sales contract Job work contract Pro-forma Invoice FSS (Fabric Specification slip) Dispatch Advice Delivery Challan





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Packing List Invoice

CDR UNIT: General Explanation for Fabric (Domestic & Export-Dyeing & Printing) division.


In Mandhana Dyeing Unit II (CDR) following sales are done.

1. Fresh Processed and Printed fabric sale ( Processing / Printing charges )2. Fents, Rags and Chindi sale3. Scrap sale

Explanation of Existing Functions and Events

The PPC department receives Purchase orders from MIPL (HO) and Sales contract from MIL for Domestic customers or for export customers. The same orders are sent to the dispatch section after completion of following formalities.

1. Process and Printing Sale:

Greige fabric department receives greige fabric from customers along with DC / Packing List etc. with reference of PO No / Sales contract no.

Intimation of the received greige fabric is given to the PPC department. Lot is created for the received fabric based on Customer + Quality of the

fabric. Inspection is carried out for Quantity and Quality (4 point QC) and report of

the same is sent to the customer (MIL / MIPL) with reference of our Lot No. PPC will prepare Lot card (Program card) and forward to Greige fabric store. Greige fabric department receives Lot card from PPC with reference of Lot

No. / party DC No. Check program card for product i.e. whether it is for Piece dyed fabric or for

Yarn dyed fabric or printing. Program card may have details like Process activities which are to be done, Quality group, Quality specification, Grade, Shade, Quantity, Weight of the fabric (GSM)/ Weight for 100 Meters, Type of goods (Fresh/Re-production), Require finish width, Lab Dip No. etc.

Based on Lot card Batch is created. Greige fabric is then sent for production with stamped of Batch No, Lot No

and Piece No. In case of new development PPC will first receive a sample for Lab Dip /

Strike off from MIL / MIPL. After the Lab Dip / Strike off is ready it is sent to buyer for approval, Once the sample is approved the same is sent for bulk production.

After production the processed / printed fabric is sent to Folding and Packing department for Inspection & packing.

The fabric is inspected and packed in the form of bale or roll as per buyer’s requirement.





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Packing slip is prepared. In case of any rejection, reprocess card is prepared and the rejected fabric

is sent for reprocessing as per defect. If reprocessing is not possible then it is kept as stock. The bale packed fabric (finished fabric) is the sent to Fabric warehouse. Receives instructions from customer (MIL / MIPL) for dispatching the fabric. Dispatch card and Excise invoice is prepared and copy of the same is sent

to the commercial department (HO). The fabric is then dispatched to the customer along with packing slip and

excise invoice.

2. Fents, Rags and Chindi / used Machinery & spares / Scrap Sale:

Fents, Rags and Chindi / Scrap / used Machinery & spares may be sold directly to a different customer.

As per agreed price prepare contract / Annual contract for scrap / Fents, Rags and Chindi sales.


Tax Invoice is prepared at time of delivery.

Document consideration:

1. Lot No / GRN No2. Batch No3. Lot card (Program card)4. Packing Slip5. Delivery Challan6. Dispatch card7. Department delivery book slip8. Invoice ( Excise )9. Commercial Invoice 10. Memo – Debit Note11. Memo – Credit Note

MTD UNIT: General Explanation for Fabric (Domestic & Export-Dyeing) division.


In Mandhana Dyeing, following sales are done.

1. Fresh Processed fabric sale (Processing charges)





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2. Re-production processed fabric Sale ( Processing charges )3. Fents, Rags and Chindi sale4. Scrap sale5. Used Machinery and spares Sale

MIL/MIPLEX representatives receive purchase orders from their Marketing Department (HO) for Domestic customers or for export customers. Some orders are received from external customers directly or though the brokers. The same orders sent to the dispatch section after completion of following formalities.

1. Processed Fabric Sale

Received greige fabrics from customers along with DC / Packing List (Bale packing Slip & packing Slip) etc. with reference of PO No / Sales contract No. for internal order and for external orders greige fabric can be receive along with DC/Packing List, Annexure IV or Excise Duty Invoice for Production / Re-production.

Lot is created for the received fabric based on Customer + Quality of the fabric and stamped on it. And Inspection report for Quantity and Quality (4 point QC) is created and sent to the customer or sent the receiving details to the customer with reference of our Lot No.

Received program card from customer with reference of our Lot No. / party DC No.

Check program card for product i.e. whether it is for Piece dyed fabric or for Yarn dyed fabric. Program card may have details like Process activities which are to be done, Quality group, Quality specification, Grade, Shade, Quantity, Weight of the fabric (GSM)/ Weight for 100 Meters, Type of goods (Fresh/Re-production), Require finish width, Lab Dip No. etc.

Prepare Process Sales order against program card, the same is checked and approved by PPC / Vice President.

Batch No. is created with details of Lot, required finish width. Based on program card job card is prepared and sent for production with

greige fabric with stamped of Batch No. Production department will check the availability of raw materials

(Dyes/Chemicals) in store. If raw materials are available it is issued for production else production department will release Stores Indent and sent to the Material Store for arrangement of the raw materials.

In case of new development PPC will first receive a sample for Lab Dip which is given to lab for matching the shade. After the Lab Dip are ready it is send to buyer for approval, once the sample is approved the same is sent for bulk production.

After production the processed / finished fabric is sent to Folding department for Inspection & packing.





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The fabric is inspected and packed in the form of lump, bale or roll as per buyer’s requirement.

Dispatch department / folding department will prepare Bale Packing slip and Bale Packing summary either in Finish Folding Store/MIL or MIPL store.

Based on Batch / Lot No. Dispatch Card is created. At the time of preparing Packing Slip / DC / Invoices, Dispatch card no.

should be referred. For finish production valuation should be captured the Process rate from

Customer Price list for each Lot/Batch.

2. Job work for further process:

Sometimes for certain Lot/Batch fabric from MTD is sent outside for further process to job worker through job work DC. No process PO is given to Job worker. After processed fabric is received from job worker to MTD Costing of Job working should reflect in actual Lot/Batch costing

3. Fents, Rags and Chindi / used Machinery & spares / Scrap Sale:

Fents, Rags and Chindi / Scrap / used Machinery & spares may be sold directly to a different customer.

As per agreed price prepare contract / Annual contract for scrap / Fents, Rags and Chindi sales.


Tax Invoice is prepared at time of delivery.

Document consideration:

1. Sales Order2. Lot No / GRN No3. Batch No4. Job card5. Job work contract6. Dispatch card7. Bale Packing Slip8. Bale Packing Summary9. Packing Slip10. Delivery Challan11. Pro-forma Invoice





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12. Invoice ( Excise )13. Commercial Invoice 14. Memo – Debit Note15. Memo – Credit Note


The user can enter a sales order with several items in a single screen. The system automatically proposes data from the relevant master records such as sales, shipping, pricing, and billing data from the customer master record of the sold-to party & Pricing master records (both if maintained).

For each material in the sales order, the system automatically proposes data from the relevant material master records, such as data for pricing, delivery scheduling, and availability check and tax determination (if maintained).

All sales transactions are allocated to a combination of sales organization, a distribution channel, and a division. The sales documents can form part of chain of inter-related documents (Inquiry , quotation, delivery and invoice) and a document flow or history is created.

During sales order processing the system can carry out availability check, credit check, transfer of requirements to material planning & production, delivery scheduling and pricing based on the different types of sales processes & masters.

For the purpose of tracking the performance of each, separate distribution channels will be inducted in the system.

The sales order can be copied from the quotation created earlier i.e. creating with reference to a quotation or can be created directly without reference to it.

The Sales Order pricing needs to be maintained manually in the order if pricing master records are not maintained. It will be mandatory to have a Basic Price at least to save the sales order.

The sales order is subjected to an automatic credit check by the system provided the relevant masters are maintained for customers.





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Subsequent to this, the system will carry out availability check for the products and determine the delivery date as in the schedule lines, if it is available in the free stock on customer requested delivery date then it will confirm the order for customer requested delivery date.

For Make to Order materials system will directly transfer the requirements of the material to Production Planning department as soon as the user saves the order.


Sales ProcessDomestic SalesReturn sales Create Credit memoCreate Debit memoStock Transfer Export Sales Scrap Sales Sample Sales


Sales Process

Quotation (Confirmed orders)

Sales Order Type

Delivery Type

Billing Type

Domestic Fabric Sales ZDFQ ZDFO ZDFL ZDFF

Domestic Fabric Stock (Surplus &

Fresh) Sales ZDSO ZDSL ZDSFExports

Fabric Sales ZEFQ ZEFO ZEFL ZEFFExports Fabric Stock (Surplus & Fresh) Sales ZESO ZESL ZESF

Deemed Export(Textile) ZDET ZDTL ZDTFReturn sales (Fabric) ZFRE ZFLR ZFRECredit memo ZMCR ZMCF





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Debit memo ZMDR ZMDFStock Transfer ZMST ZMTL ZMTFScrap Sales ZMSC ZMCL ZSSFSample Sales ZMSA ZMSL ZMSFReplacement /Reproduction Sale ZRPO ZRPL ZRPFFOC Sale ZFCO ZFCL ZFCFDyed Yarn sale

ZDYQZDYO ZDYL ZDYF

Supplementary Order ZMSO ZMPFJob Work Sales ZMJB ZMJL ZMJFProcessed Fabric Sale(MTD) ZPFO ZPFL ZPFFSale Rate (MTD) ZSRO ZSRL ZSRF

Lot Numbers to be maintained in Sales Orders manually .1.4 Credit Control


Automatic Credit checks to be performed at Sales Order based on Credit Limits. System should not block the Sales Order creation but to give a warning at the time of creation if the customer credit limit exceeds.


The risk category for credit and credit limits to be fixed for each Customer. Credit Check to be carried out at Quotation, Sales Order, and Delivery and at the time of posting the goods issue. The system will flash a warning message at the Quotation, Sales Order stages, which can be overcome by the user. If the credit limit is exceeded at the delivery stage, then, the delivery will be blocked.

The Credit Block to be reviewed / removed only by designated person.

Sales Order Requirements shall however be transferred to MRP, even for Blocked Sales Orders.





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Risk categories will be defined and assigned to individual customers, along with specific credit limits. In addition, credit groups will be defined for document types, known as document credit groups. Document credit groups combine order types and delivery types for credit control purposes.

Credit check has been defined for a combination of the following data:

Credit control area

Risk category: Risk categories will be defined and assigned for individual customers, along with specific credit limits.

The standard version of the SAP R/3 System contains different reports providing an overview of Credit Management.

a) Existing configuration

No credit related checks are performed as such in the systems but are done manually outside the system and that too on case by case basis. d) System configuration for MIL

New credit control area 1000 to be created and company code 1000 assigned to it.

MIL needs to maintain the credit limit for the individual customers in masters

It will show just warning Pop ups if Customer exceeds the credit limit in case of domestic sales only at the time of Sales Order creation.

1.5. ShippingGoods are dispatched/transferred from here to H.O as per below dispatched details . Dispatch of Finished Fabric, Surplus, Fents / Rags / Chindi and even scraps is carried out from Dispatch Section. Once the goods are ready Marketing will send Delivery Advice (DA) to the dispatch department. Commercial department will prepare Dispatch Card and copy of the same is forwarded to Dispatch/Excise Department (Tarapur) for preparing the Excise Invoice and the copy of the same is sent to Commercial department (HO) for preparing Commercial Invoice along with Dispatch





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register. The Inspection and Folding department will prepare Bale packing Slip, Bale packing summary, packing slip based on DA. Invoice is then prepared accordingly and the fabric is dispatched to the customer along with Packing Slip, DC and Invoice (Excise).

Following major activities are associated with the dispatch section.

On the basis Bale packing, packing slip, DC, Invoices are prepared. Plan dispatches based on delivery schedules indicated DA (Delivery Advice)

received by marketing / commercial department. Arrange for necessary transportation for dispatches. To make all relevant entries for preparation of invoice. Supervise physical loading and ensure loading of correct quantity. The Fabric is then dispatched to the customer along with Bale Packing slip,

Bale packing summary, Packing slip, DC and Invoices. Inform customers all dispatch details on mail/fax/phone. Receiving finished goods from production after inspection and packing,

maintaining stocks of fabric. The stock is maintained on based of Lot. Provide periodic stock statements to marketing department (HO)/

management. (Closing stock of Finish material for any day is calculated as Day’s opening stock + Finished Goods receiving during the day from production less dispatches of the day).

Provide daily Production and dispatch details to marketing department.

Once goods are transferred to H.O- Mumbai below mentioned shipping details has to be followed.

a) Requirements/Expectations:

Explanation of existing functions and events for fabric (Exports/Domestic) Division.

Domestic: Domestic dispatch of Fabric is carried out from Tarapur warehouse. Once the goods are ready to dispatch, the store persons prepare packing list. Excise invoice is also prepared accordingly. Copies of the packing list and excise





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invoice are sent to the account department (Fabric-Domestic) located at Parel for preparing of commercial invoice.

Following major activities are associated with the dispatch section.

Check sales order confirmation and corresponding purchase orders from customer.

Arrange for QC and QA.

Arrange for necessary transportation for dispatches.

To make all relevant entries for preparation of commercial invoice and intimate excise department for preparation of excise invoice.

Supervise physical loading and ensure loading of correct quantity.

Inform customers all dispatch details for transit insurance.

Account department is kept informed with the dispatch details for preparation of Sales invoices.

Receiving finished goods (packed) from production and maintaining stocks of products.

Provide periodic stock statements to marketing department. (Closing stock of material for any day is calculated as Day’s opening stock + Finished Goods receiving during the day from production less dispatches of the day.

Provide daily dispatch details to marketing department.

Export: For export sale of finished fabric is dispatched from Tarapur warehouse. The documentation relevant to dispatch is carried out by the dispatch section (Export) located at Parel. The goods are loaded at JNPT port.

Company exports Fabric to Saudi Arabia, Bangladesh, Sri Lanka and some South Asian countries.

Following major activities are associated with the export department. Check sales order confirmation and corresponding purchase orders from

customer. Packing list is received from production after finishing the goods. One copy of packing list is sent to customer for approval and one is sent to

forwarder. After approval from customer planning for shipment is proceed. Arrange for necessary documentation (viz. Invoice, Packing list, HDF form,

Value declaration, ARE1, GSP) for Custom clearance. Bill of landing for inspection is released as per LC from forwarder.





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To make all relevant entries for preparation of final invoice according to LC and Purchase Order and intimate excise department.

Account department is kept informed with the dispatch details for preparation of Sales invoices.

Provide daily dispatch details to marketing department.

Documents include for export dispatch:

o Custom Invoice o Annexure I and IIo Value Declarationo HDF formo Appendix IVo Excise Invoiceo GSP (Generalized System of Preference) Certificate of Origin for Textiles or AEPCo Bill of Exchangeo Bill of Landing / Airway Billo Commercial Invoice (For Customer)o Commercial Invoice (For Bank)o Packing Listo Certificate of Exports and Realizationo Certificate of Origin (Bombay Chamber of Commerce)

Shipping processing will consist of creating and processing deliveries for sales orders due for delivery. Picking will be done from predefined storage locations. Goods issue posting will complete the shipping process. MILS will carry out delivery for individual order as well as use delivery due list for the same. Goods issue will reduce the storage location stock by the delivery quantity and automatically update stock values in financial accounting.


When a delivery is created, shipping activities such as picking and delivery scheduling are initiated and monitored, and the data generated during shipping processing is recorded.The customer master record should have validity for complete and partial deliveries as well as on order combinations. Deliveries can be processed individually for an order or a delivery due list can be generated. Goods issue will reduce the material stock and corresponding value changes will take place in COGS & Inventory accounting. Goods Issue is also mandatory precedent for sales invoice.





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The delivery document will be created with reference to the Sales Order created earlier. In the system, each Plant will have one shipping point for which the Outbound Delivery needs to be created and the Storage location where the saleable goods are stored needs to be provided to do the Picking of goods and subsequent goods issue of the delivery. c) Existing configuration

Delivery types not predefined for MIL.

Sales ProcessDomestic Sales( Fabric)Return sales Stock Transfer Export Sales (Fabric)Scrap Sales Sample Sales

e) System configuration for MIL

New Delivery type will be created and internal number range to

given.

Sales ProcessDelivery Type

Domestic Fabric Sales ZDFL


Fresh) Sales ZDSLExports

Fabric Sales ZEFLExports Fabric Stock (Surplus & Fresh) Sales ZESL

Deemed Export(Textile) ZDTLReturn sales (Fabric) ZFLR





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Credit memo Debit memo Stock Transfer ZMTLScrap Sales ZMCLSample Sales ZMSLReplacement /Reproduction Sale ZRPLFOC Sale ZFCLDyed Yarn sale ZYFLSupplementary Order Job Work Sales ZMJLProcessed Fabric Sale(MTD) ZPFLSale Rate (MTD) ZSRL

GAPS & RECCOMENDATIONS:

1) Bale Packing Slip & Packing slip Report will be covered in 2nd Phase.2) Clearance Notification No. will be covered in 2nd Phase.

1.6. Billing

a) Requirements/Expectations:

Billing represents the final processing stage for a business transaction in Sales and Distribution. The billing document covers Invoices, Credit and debit memos, Proforma invoices and cancellation documents.

Billing will be used to issue invoices based on goods sold. Credit memo can be generated for discounts and return of goods from the customer. Debit memo can be generated for any additional charges to be levied on the customer.

The billing data will be forwarded by the system to Financial Accounting and controlling.





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The system will update billing status in all related sales documents, deliveries and billing documents.

Cost and revenue are posted to accounts such as customer accounts receivable, revenue, sales deductions, accruals account.

Explanation of existing functions and events for Fabric (Domestic & Export-Weaving & Shirting) division & for Fabric (Domestic & Export-Dyeing & Printing) division.

All Commercial invoices related to export sales from all dispatch departments are prepared by Export Logistic department at Parel.

o Commercial Invoices are prepared by generated by Dispatch / Excise department.

o All billings are based on Dispatch card.o There is no excise duty on fabric at present but need to be capture for

future.o Total value of invoices is rounded off to nearest rupee. Applicable Excise

Duty / VAT / CST are charged in the invoice. Other charges like freight and handling charges, Packing charges, octroi will be included in the invoice.

o Insurance will be charged in invoice as per and insurance policy.

Various types of Invoices:o Excise and Commercial invoice on same party and same address.o Excise and Commercial invoice on same party and different address.o Freight paid and freight to pay invoice.o Freight paid by seller but to be shown in invoice as reimbursable by buyer.o Invoice for sales within the state with VAT and for interstate sales with

CST or invoice having tax exemption.o Invoice with different payment terms like advance payment, 07 / 30 / 60 /

90 days direct credit from date of dispatch, post dated cheques, payment against delivery.

o Invoice showing due date after specified period from date of receipt of goods at destination.

o Invoice against LC (Letter of credit).o Invoice against Pro Forma. o Invoice against bill of exchange.

Points to be considered for Invoice creation.





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For Fabric-Domestic Sale:

1) Commission on Fabric is generally: 1-2.5%.Agent commission is not to be accrued in system. It is just for information.

2) Half yearly payment is done for commission.3) 10% TDS is deducted.4) Payment is done through Cheque.

For Garment-Export Sale:

1) Commission is generally: 1-10%.Agent commission is not to be accrued in system. It is just for information.

If commission is 15% then 10% is first calculated and balance 5% is adjusted in next invoice.

2) Half yearly payment is done for commission.

5) 10% TDS is deducted.6) Payment mode is RTGS if amount exceeds 2lakhs and is NEFT if amount is

below 2lakhs. For Domestic agent payment is done from Bank of Baroda, For International agent TT payment is done.


The term billing document covers Invoices, Credit and Debit memos, Proforma

invoices, and Cancellation documents.

Billing documents can be created with reference to –

- a sales order

- a delivery

Subsequent to the creation of an invoice, the posting will be done to Financial

Accounting automatically as soon as the sales invoice is saved

Credit Memo & Debit Memo:

The credit memo and debit memo requests are the preceding documents in order to prepare the credit memo and debit memo respectively. The request





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documents will contain the reason for preparing the credit memo and the debit memo.

The system automatically creates relevant accounting documents for General ledger and cost accounting.

With automatic Account postings, with system checks, need for reconciliation is eliminated and analyses of receivables, credit limits are readily available, provided the data is entered in the system punctually. However, due to unavoidable delays in posting, the customer outstanding may have to be reconciled once in a month.


Sales ProcessDomestic SalesReturn sales Create Credit memoCreate Debit memoStock Transfer Scrap Sales Sample Sales Supplementary Order

f) System configuration for MIL

New Billing type to created and number range will be given.

Sales ProcessBilling Type

Domestic Fabric Sales ZDFF


Fresh) Sales ZDSFExports

Fabric Sales ZEFFExports Fabric Stock (Surplus & Fresh) Sales ZESF

Deemed ZDTF





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Export(Textile)Return sales (Fabric) ZFRECredit memo ZMCFDebit memo ZMDFStock Transfer ZMTFScrap Sales ZSSFSample Sales ZMSFReplacement /Reproduction Sale ZRPFFOC Sale ZFCFDyed Yarn sale ZYFFSupplementary Order ZMPFJob Work Sales ZMJFProcessed Fabric Sale(MTD) ZPFFSale Rate (MTD) ZSRF

Foreign Trade data like Port of discharge, Port of Loading, Marks & Numbers will be maintained manually in the Commercial Invoice Document manually

Also Standard Packing List, Standard Excise Invoice, standard Customs Invoice & standard Commercial Invoice outputs can be taken from the system.

1.7. Billing Cancellation


The system should provide a facility to cancel billing documents in situations where errors occur.

b) General Explanation





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When a billing document is cancelled, the system creates a cancellation document. The cancellation document copies data from the reference document and transfers an offsetting entry to the accounting department.

After a cancellation document has been created, the reference document (for example, the delivery) can be billed again.


Process Billing TypeCancellation Invoice S1Cancellation Credit Memo S2


New Billing type to created and number range to be given

Process Billing TypeCancellation Invoice ZMS1Cancellation Credit Memo ZMS2

1.8. Process Overview Table for Sales & Distributions.

Process step

Business condition Business role

Transaction code

Expected results

Creating a customer Master record

Master record for each customer needs to be created. It contains data that controls how business transactions are recorded and processed by the system. It also contains customer details which help to conduct business transactions with them.

You create a customer master record when you start a business relationship with a new customer.

XD01 The customer master record has been created and the account can now be posted to it.

Change customer Master record

This helps to make changes in customer master data specifically for billing & accounting information.

Any required changes can be maintained in master data.

XD02 The customer master record can be changed as per requirement





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Process step


Transaction code

Expected results

To display customer Master record

This helps to view data associated to customers and specified sales area

All special information on customer master record can be reviewed at any point of time.

XD03 The customer master record can be displayed as per requirement.

Maintaining Condition records

Specific condition records for condition types like pricing, taxes needs to be maintained for automatic determination of documents.

Automatic creation of multiple records like pricing, taxes in minutes.

VK11 Condition records for automatic document determination are created.

Changing Condition records

This helps to make changes in condition records for different condition types like pricing, taxes etc.

Any required changes can be maintained for different condition types.

VK12 Condition records for different condition types can be changed as per requirement

Displaying Condition records

This helps to view condition records for different condition types like pricing, taxes etc.

Any required information can be reviewed for different condition types.

VK13 Condition records for different condition types can be displayed as per requirement

Creating Sales Inquiry

An Inquiry is first step in order cycle that helps to provide information about product and services to customers.

This is Pre –Sale activity by which we create requests for product from customer’s end in system.

VA11 Any inquiry for product & services by customer can be created in system.

Changing Sales Inquiry

Any changes required in Inquiry by customer can be done.

Updates in existing Inquiry can be maintained.

VA12 Changes can be done on existing Inquiry.

Displaying Sales

This helps to display Sales Inquiry.

Display of Customer

VA13 This displays a Sales Inquiry.





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Process step


Transaction code

Expected results

Inquiry Inquiry document.

Creating Sales quotations

Quotations help to determine material, their prices, and their payment terms that are valid to customer during specified time period.

Quotation is a legal bonding document regarding orders.

VA21 Quotation for product & services by customer can be created in system.

Changing Sales quotations

This helps to change Sales Quotation.

Quotation is a legal bonding document regarding orders.

VA22 Changes can be done on existing Quotation.

Displaying Sales Quotation

This helps to display Sales Quotation.

Display of Customer Quotation document.

VA23 This displays a Sales Quotation.

Creating Sales Order

Sales Order is an agreement between Sales organization & Customer to deliver products & services to them for defined prices, quantities & time period. This can be created with reference to quotations & contracts.

Sales Order is an agreement for sale of products.

VA01 Sales Order for product & services required by customer can be created in system.

Changing Sales Order

This helps to change Sales Order.

Sales order is an agreement for delivering of products.

VA02 Changes can be done on existing sales Order.

Displaying Sales Order

This helps to display Sales Order.

Display of Sales Order can be done.

VA03 This displays a Sales Order.

To Create Delivery

Determines the delivery quantity of an item and checks the availability of the material. A delivery is

Delivery of items once goods are ready in stock

VL01N Delivery and goods issue to customers can be done.





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Process step


Transaction code

Expected results

processed through one shipping point.

can be created.

To Change Delivery

This helps to change details maintained in Delivery.

Delivery details for items once goods are ready in stock can be changed.

VL02N We can change details regarding deliver of products.

To Display Delivery

This helps to view details maintained in Delivery.

Delivery details for items once goods are ready in stock can be viewed.

VL03N We can view details regarding deliver of products.

Creating Billing document

This helps to create Billing document once order has been delivered and post goods issued.

This forms the basis to invoice the customers once goods are delivered.

VF01 We can create individually billing document once goods are delivered.

Changing Billing document

This helps to change Billing document once order has been delivered and post goods issued.

Changes can be done in the billing document before commercial invoice is made.

VF02 We can change billing document before commercial invoice is made.

Display Billing document

This helps to display Billing document once order has been delivered and post goods issued.

Can View Billing Document.

VF03 We can view Billing details.

Create Excise Invoice

Helps to create an Excise Invoice with reference to Commercial Invoice.

J1IIN Excise Invoice can be created.

Reporting





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Process step

Business condition Business role Transaction code

Sales Summary

Provides an overview of sales activities and address lists. It is used to display information on groups of customers or common characteristics.

With the sales summary, we can: Prepare for sales reports and sales calls

VC/2

Customer Hierarchy

With customer hierarchies we can now create flexible hierarchies to reflect the structure of customer organizations.

This helps to get an overview of customer org. structure.

VDH2

Pricing Report

A Pricing report basically helps to get the list of all the pricing details which we have maintained in the system. We can get details of all the condition types including the scales. We can get the details as per our requirement i.e., Sales org/Dc/Division/Plant /material etc wise. The selection criteria would be as per the Key combination which you select in the IMG screen

You get following information from pricing report.

1. It informs you about the customer specific price agreements that were made within a certain period 2. From pricing report you can know which condition records exist for freight charges 3. Which condition records exist for customers in a particular region or country

V/LD

List of Customer Material info.

Provides general overview of customer details and the materials info. Required from their end.

VD59

List of sales Order

This helps to obtain information in response to a customer inquiry. It Display all orders for a certain material and is check frequently to review daily orders.

To review daily orders.

VA05





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Process step

Business condition Business role Transaction code

List of Billing Documents

It Display list of all billing documents payer wise.

VF05

Inquiries List It Display list of all Inquiry documents Customer wise.

VA15

Quotation List

It Display list of all Quotation documents customer wise.

VA25

List of Outbound Delivery

It Display list of all billing documents payer wise.

VLO6F

Display delivery Challan

This document helps to view the delivery documents for goods from supplying plant.

VL22

1.9. Gaps & Queries Discussion: (As on 16th Nov & 17th Dec: Review meeting)

1. Excise for Tarapur units.Excise provision not reqd. for Tarapur (textile) units as excise is already surrendered. – Closed by Mitesh.

2. Lot no’s in case of fabric – Process will be checked in SAP & finalized before next review meeting.

3. Sales Quotation to be made in SAP or not? (Cost sheet) – New Z development needs to be developed – Closed by Mitesh.

4. Inquiry maintenance will be universal for all units. – Will not be maintained – Closed by Mitesh.

5. No special charges to be mentioned in pricing structure. – Special charges required as per BBP only for process SO. – Closed by Mitesh





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