Ramco

Ramco-Internal Page 1 of 16

Preparing for the

New Financial Year in

Ramco On Demand ERP

Released by: Product Development Team Date: 24th March 2009

Version: 1.0


Thanks for using Ramco On demand ERP and being our esteemed customer. We, in Ramco sincerely hope that the forthcoming financial year brings growth and prosperity to you and your business. While you are busy preparing plans for the next year taking stock of your current year’s performance, we would like to bring to your attention the steps required to keep your system ready for the next financial year The following part of the document details you with the necessary steps that need to be done before you start the next financial year in Ramco On-Demand ERP. Please note that this document is an exhaustive one covering the preparatory work for the users of the entire On-Demand fraternity. Some parts of the document may not be relevant to your organisation. For any further queries, please contact your project manager or mail to [email protected]. We will be glad to support you.

mailto:[email protected]


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

New Financial Year Setup- Process

Financial calendar Mgmt. Acct. Calendar

Numbering Series

Production Calendar

Tax Structure Changes

Effective date Changes


New Calendars

Financial Year (Mandatory)

Create Calendar for the new Financial Year 2009-2010 with required periods (Monthly/ Half yearly / Quarterly/ Yearly). Where to Create Book Keeping --> Calendar --> Define Calendar How to Create

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

Example


MAC ( Costing) Calendar

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

internally. • Cost Centres with Effective to dates as end of the last calendar year, will

automatically be extended till the end of the new calendar. Eg. Cost Centre CC1 with Effective to date as 31/03/2009 will be automatically extended to 31/03/2010, on creation of the calendar.

• Similarly the Mapping between Cost centres and the Cost elements will also be automatically extended to the end of new calendar.

DP Calendar

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

Home


Numbering Series Masters and Transactions which are created using automatic Numbering Series should be either extended or new series created for the new financial year. Where to Create Item Administration --> Numbering Class --> Maintain Numbering Type How to Create

• Extension – For transactions that need continuous numbering across financial years, the EFFECTIVE TO date of corresponding numbering type can be extended. Please make sure that you have enough numbers left in the series. See example 1

• New Series ***– If a new Numbering series is required for a transaction, say Customer

Receipt, Get details of the already defined numbering type. Enter a new row giving a different Prefix and/ or Suffix for a different effective Period against the same Numbering Type code. See example 2

• New Type – If new Numbering Type is required for a transaction e.g. Customer

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

If Manual Numbering is used, there is no effective dates for the same and can be

continued to be used. Numbering Series have to be created or extended for all OUs separately. Numbering Series for all OUs should be defined only in the main OU.

*** - recommended


Examples 1. Extending Effective Dates

2. Creating New Numbering Series

3. Creating New Numbering Type

Home


Changes in Tax Structures

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

Where to Create Purchases ---> Maintain Taxes Charges and Discounts ---> Maintain TCD Details How to Create

• Enter the new TCD code and Description • Choose the required Type, Accounting rule and other options. • Enter the new Rate of Tax • Give Effective From and To dates for the TCD old as well as the new codes. • Create New Codes for Dependant TCDs and Group TCDs also. • Map them to required account codes in Maintain TCD Account Definition (ARD) in

Book Keeping. • Need to create new codes only if there is any change in the rates of Taxes. •

Group TCD Purchases --> Maintain Taxes Charges and Discounts ---> Maintain Group TCD Details

• Add the new TCD code to or remove the unwanted TCD from the group TCD. • The revised grouping will be applicable for all transactions henceforth

Scenario for changes required in TCD codes

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

Create new codes for the new rates and

Change Dependant Codes also

Create New Tax

Codes

Extend Effective dates, If required

Change in

Dependant Taxes e.g. Surcharge

Change in Tax RatesNo change in Rates

Tax Structure changes


Direct Taxes

FBT

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

- Define rules for any change in the % of FBT and the Rate of tax

Book keeping --> Accounting Setup --> Maintain FBT Details TDS

- Extend the Effective To dates of the existing definition in case of no change. - Create definition in TDS master for the required rates giving the Effective From and

to dates, if not defined earlier. - Make changes in the Supplier master for the required section

Purchase-->Supplier--> Maintain TDS Rules

Home


Effective Dates for Other Masters There are masters in which Effective From and/or Effective to Dates is not mandatory. If such masters are created already with Effective to Dates, the same have to be extended for the new Financial year as required.

How to modify

Chart of Accounts - If Effective to date is given as 31.03.2009, extend the same for further period as

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

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

Account Rule definition

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

- If Effective to date is not given, then the definitions are valid for ever. - Book keeping --> Maintain Account Rule Definition

Home


Important Points to Note

• Do not modify the Rates of the existing TCD codes itself as this will have wrong

impact if past dated transactions are created or authorised using the same TCD codes.

• While doing past dated entries, ensure to change the transaction date as system

will default the Current date only. • Ensure that the correct Numbering Type is chosen. • Check for Appropriate Rates and amount of Taxes before authorising

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

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

entries in incorrect periods and have better controls.

Check List Sl. No Description 1 Have you created the Financial Calendar for 2009-2010? 2 Have Numbering types been created for all OUs for the next year? 3 Have you extended the Effective dates of existing Numbering series, if

you are not planning to create new ones? Refer complete list for verification

4 Have you checked the validity of the DP calendar? 5 Have you defined new Account Rules (ARD), if you have given Effective

To dates as 31.03.09?

6 Have you extended the Effective To dates of the Account Codes in Chart of Accounts, if you have given any?

7 Have you created new TCD code for any new Taxes or modified the dependant codes like Surcharge/Cess, ff required?

8 Have you made required Additions or Deletions in the Group TCD code? 9 Have you given proper Effective to Dates or Inactivated the TCD codes,

in case they should not be used in future periods?

10 Have you extended the validity of TDS rules? 11 Have you created new Price Lists for the next year, if required? 12 Have you checked the Effective Dates of the Price Lists as needed? 13 Are all the RODE users made aware of the proper usage and significance

of the Numbering types, Transaction date and Tax code changes?

Home


List of transactions- for Numbering series (Extension/ Creation of new Series/ Creation of new Type)

BPC Function Transaction Done y/n

BK Bank Reconciliation Tax Reconciliation BK Finance Book Processing GL Voucher Entries BK Finance Book Processing Initial Balance Entry BK Journal Voucher Journal Voucher ‐ Recurring BK Journal Voucher Journal Voucher ‐ Regular BK Journal Voucher Journal Voucher ‐ Reverse BK Journal Voucher Recurring Template No. EI Personal Information Personal Information ‐ Regular FAM Asset Capitalization Capital Journal FAM Asset Capitalization Capitalization Voucher FAM Asset Capitalization Reversal Capitalization FAM Asset Depreciation Processing Depreciation Process Run No. FAM Asset Depreciation Processing Reversal Depreciation Process FAM Asset Depreciation Processing Reverse Depreciation Adjustment FAM Asset Depreciation Processing Depreciation Adjustment FAM Asset Disposal Asset Retirement FAM Asset Disposal Reverse Asset Retirement HRMS Loans and Advances xxxx HRMS Reimbursement xxxx HRMS Salary accounting Salary accounting HRMS Salary Payments Salary Payments Inventory Item Administration Item code Inventory Item Administration Lot No Inventory Item Administration Serial No Inventory Material Request Material Request Inventory Physical Inventory PI Plan No. Inventory Stock Adjustment Standard Cost Revaluation Inventory Stock Adjustment Stock Adjustment Inventory Stock Issue Inventory Issue Inventory Stock Issue Production Issue



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



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



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



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

Home Back to checklist

…

Ramco

Documents

new year

calendar year

new numbering series

new type

calendar type

end of new calendar

new series

calendar code