Training Manual (Bevrage)

(1)

Shipping User Guide

@ PepsiCo International

(2)

Document Control

Document Statistics

Type of Information Document Data

Title SD user Guide Document

Document Revision # 1.0

Last Date Document was Updated 16.12.2009 Total Number of Pages 241

Document Filename SD Users Guide _ Document Ver 1.1 Document Owner COE team members

Document Author(s) Jeetesh and Ravindran Nambiar

Document Change Reviewers Anand / Venkata Reddy / Samudra / Kunal Bose

Revision History

Version

No Revision Date Nature of Change ApprovedDate Date Released

1.0

30.01.2008 SD user Guide document 16.12.200 9

Document Approvers

S/N

Versio

n No.

Approved By

Name

Email

1

1.0

SAP Head Manoj Kumbhat

2

1.0

Process Owner

Supply chain Ashok Kumar / Shalini

3

1.0

Process Owner

Sales Subhasis / Vineet Jain

4

1.0

Process Owner

Finance Sanjay Kumar / Ranbir Mitra

Process Documents Master List

S/

(3)

How to use this book?

This book is intended to be a process guide for COPC (Central Order processing cell), Sales Accounting Team, Finance, Shipping, Supply chain , Planning , Production team and all the functions who are directly or indirectly involved in Warehouse Processs. While the primary process is around sales, freight other processes around inventory management are also included.

The processes are mainly applicable to indirect warehouses where transactions are done on SAP. Interface with SAP for direct warehouse is covered as a variant/ sub-process.

Section A: Introduction – consists of SAP Logon – this gives details of how to logon to SAP. It also includes a

quick reference to some commonly used SAP icons. Key warehouses process transactions codes and references.

This section also has an overview of the standard sales processes. This includes -

Business Process Description: containing flow chart of Sales Process start with the Order, Delivery and Billing, etc.

Section B: - Gives the details of the standard Sales process in SAP from Sales order to Collection.

Section C: - This section explains how to handle the variants in the Sales process there are 5 sales process

variants, interface with ASDOS for direct warehouses and 2 processes around return and cancellation.

Section D: - This section explains processes around inventory management in the warehouses. This includes

receipt, despatches and physical verification of Inventory process.

Section E: - Appendix – this section contains explanation to some important interface developed for Direct

warehouse upload file.

Section F: - List of Standard FAQ’s – this section explains the commonly asked Questions and solutions.

(4)

Sections

SN

Description

Page Number

A

1 SAP Log on 6

2 Commonly used SAP icons 7

3 Transaction and Authorizations 9

4 Reports and Authorizations 10

5 Sales Order Type used and Abbreviations 11 6 Sales Pricing and commonly used Terms 12 7 Process Chart – Distributor Sales Processing – Process chart

Order to collection

13 8 Process Chart – Distributor Sales Processing – Order Capturing

Process flow ( COPC )

14 9 Process Chart – Distributor Sales Processing – Delivery and

Billing Process flow

15 10 Process Chart – Distributor Sales Processing – Collection

Process flow

16

B

1 Recording of Sales Order in SAP 17

2 Release the Distributor sales Order 23

3 Create Distributor sales Delivery 25

4 Picking 31

5 Create Shipment Document & Auto PGI 36

6 Create Shipment Cost Document 49

7 Create Billing Document 50

7 Print the Billing Document 55

8 Create the Excise Document 57

9 Print Excise Invoice 61

10 Gate Out Entry at the Plant Security Gate 64

11 Print ERV -1 Document 67

(5)

Sections

SN

Description

Page Number

C

1 Free sampling and Home consumption sale 83

2 Direct warehouse interface process 85

3 FOBO sales 111

4 Export Sales 112

5 Promo sales 144

6 Product return with and without reference to Billing 147

7 Invoice Cancellation 148

D

1 Physical Inventory Process 167

2 Scrapping the stocks 173

3 Stock Transfer Order out bound Delivery 177

4 Goods Receipts 214

5 Empty Receipt and Transfer Out 219

E Appendix 236

(6)

Section A

1. SAP Logon

Double click the icon on your desk top

“Your password must never be given out. They are your entry into SAP.”

“All transactions are recorded in your name. Therefore, be careful not allow anybody to misuse your id.” “Memorize your password and NEVER reveal it to anybody. ”

8

7

Type password

Ensure Client number is 410

(7)

Section A

2. Commonly used SAP icons

Icon

Keystroke

Functionality

“Learn to use Keystrokes instead of icons, it is faster”

Ctrl + S F11 Save F8 Execute Enter  Enter F3 Go Back Shift + F3 Exit Esc F12 Cancel Ctrl + F Find Ctrl + G Find Next

None Create New Session

Differs in different screens Documentation/ Information Ctrl + Page Up Go to First page

Page Up Go to Previous page Page Dn Go to Next page Ctrl + Page Dn Go to Last page Ctrl + Shift + F5 Sort in ascending order Ctrl + Shift + F4 Sort in descending order

(8)

Section A

2. Commonly used SAP Icons

Icon

Keystroke

Functionality

“If you place your mouse arrow over the icon – the keystroke for that icon is displayed”

“Keystrokes for icons vary in different screens – learn the ones relevant for you”

Differs in different screens Select All Differs in different screens Deselect All Differs in different screens Create Item Differs in different screens Delete Item Differs in different screens Overview data Differs in different screens Header Data

Ctrl + F11 Display

Differs in different screens Change

Differs in different screens Display & Change

Differs in different screens Release blocked documents

F7 Show Document flow

Ctrl + F4 Check Item Availability None Display Availability of material None Check Schedule lines in sales

order

Differs in different screens Change Layout of table Differs in different screens Choose a Layout for table Differs in different screens Saves Layout of the table

selected

Differs in different screens Displays sum of column selected Differs in different screens Set Filter in the table which is

(9)

Section A

3. Transactions and authorizations

Transaction

codes

Description

of the

transaction

Comment

Transaction used by –

Role Name

VA01 / VA02 Create , change and _{display sales Order} Order Type ZOR1 COPC ( Central Order processing _{cell ) / AE’s ( Accounts Executive )} VA01 / VA02 Create , change , _{display sales Order} ZRE1, ZRE2 , ZEXG Shipping Executive and Shipping _{coordinator and Security in charge} ZF49 DD in Transit

( Demand Draft ) NA COPC ( Central Order processing cell ) / AE’s ( Accounts Executive ) and Sales accounts coordinators YVA05 Display Pending _Order NA Shipping Executive , shipping _{coordinators , Sales accounts}

coordinators , sales account

executives, sales accounting manager and Unit Manager

VKM3 Order Release NA Sales Accounting Manager ( SAM ) / UFM ( Unit Finance Manager ) VL01N /VL02N Create , change ,

display Delivery NA Shipping Executive and Shipping Coordinator VT01N / VT02N Create Shipment _document Shipping Executive and Shipping _Coordinator VI01/ VI02 Create Shipment _{Cost document} Shipping Executive and Shipping _Coordinator VF01 / VF02 Create / Print _Invoice NA Shipping Executive and Shipping _Coordinator J1IIN Excise _{Determination} NA Shipping Executive and Shipping _Coordinator J1IP Printing Excise

Invoice NA Shipping Executive and Shipping Coordinator YERR Print the ERV -1

document NA Shipping Executive and Shipping Coordinator YERF Print the ERV-2 _document NA Shipping Executive and Shipping _Coordinator FF68 Generate Pay-in-_slips NA AE’s / SAC (Accounts Executive / _{Sales account Co-ordinator.} YF68 Post the Pay-in-slips NA AE’s / SAC (Accounts Executive / _{Sales account Co-ordinator.}

(10)

Section A

4. Reports and authorizations

Transaction

codes

Description of the

reports

Reports used by – Role Name

YVA05 Open sales Order COPC ( Central Order processing cell ) / AE’s ( Accounts Executive )

VL06O List of Outbound delivery ( Open _{delivery for Picking and PGI )} Shipping Executive and Shipping coordinator _{and Security in charge} VF04 Open deliveries where PGI is done _{but Invoice is not generated} COPC ( Central Order processing cell ) / AE’s _{( Accounts Executive ) and Sales accounts}

coordinators VFX3 Invoice Created but there is some

error in accounting Shipping Executive , shipping coordinators , Sales accounts coordinators , sales account executives, sales accounting manager and Unit Manager

YSALESFILE Sales register Sales Accounting Manager ( SAM ) / UFM _{( Unit Finance Manager )} YTSALES Sales register for Tropicana Shipping Executive and Shipping Coordinator YOST Order to service time Shipping Executive and Shipping Coordinator YERV Open ERV report ( Empty receipt _{voucher )} Shipping Executive and Shipping Coordinator YCAR A/R and Glass limit , Outstanding _{balances and Open order value}

status

Shipping Executive and Shipping Coordinator

YCGR Customer Glass balance ledger Shipping Executive and Shipping Coordinator YDGL Delivery Group listing Shipping Executive and Shipping Coordinator YTTT Truck Turn around Time Shipping Executive and Shipping Coordinator YTTR Truck Tracking Report Shipping Executive and Shipping Coordinator YERG Empty Receipt Register AE’s / SAC (Accounts Executive / Sales _{account Co-ordinator.} YCET Customer wise , Flavour wise empty

glass outstanding report AE’s / SAC (Accounts Executive / Sales account Co-ordinator. YPS01 Plant /Warehouse wise stock report Shipping Executive and Shipping Coordinator YTFP Transporters Freight payment report Shipping Executive and Shipping Coordinator MMBE Single Material wise plant stocks Shipping Executive and Shipping Coordinator YODFR Order Fill rate report Shipping Executive and Shipping Coordinator

(11)

Section A

5. List of Sales Order Type used and Abbreviations

Order

Type

Sales Org

Distribution

Channel

Division

ZOR1 1000 PIH Sales Org 10 00

ZOR1 3000 ASDC Sales Org 10 00

ZOR1 4000 ADBL Sales Org 10 00

ZOR1 6000 TBC Sales Org 10 00

ZOR1 7000 AFJP Sales Org 10 00

Order Types

Description

“Try to remember T Codes instead of the menu path – it will speed up your operation time”

Z0R1 Customer Indent

ZRE1 Empties Ret ONE WAY

ZRE2 Empties Ret TWO WAY

ZFOC FOC ORDER

ZEXP Export Indent

ZRET Product Return

ZSMP Free Sample &Home Cons

ZDWO Direct Warehouse Order

ZREI Product return Inter company ZRED Direct warehouse sales return ZEXG Empties Transfer Out

(12)

Section A

6. Sales pricing and commonly used terms

Pricing

condition

Meaning (Condition

of Claim Exp in SAP )

Pricing condition

Meaning (Condition of

Claim Exp in SAP )

ZMRP MRP ZTPO MRP Price Off -3rd P

JMOD Basic Excise Duty ZB01 Purchase Price

JECS Education Cess ZTSF TROP-Secd. Freight

JA1X Secondary Higher Education

cess ZTPF TROP- Prim. Freight

ZTRD Trade Margin R100 100% discount

ZDST Distributor Margin ZRBT Bottle rental

ZDM1 Distributor Margin – 1

( freight ) ZBRT Bottle rental Tax

ZDM2 Distributor Margin -2

( Octroi ) ZBRS Bottle rental Surcharge

ZDM3 Distributor Margin – 3 ( Extra

Margin ) JIN1 , JIN2, JIN5 and JIN6 Tax conditions

ZDSC Discount ZD00 Freight condition

(13)

Section A

7. Process Chart – Distributor Sales process

Standard Process

_{Process Chart from Order to Collections}

Distributor /CE calls up with Sales Order Distributor /CE calls up with Sales Order Sales Order ProcessingSales Order _Processing

Check the Order Status _{Order Status}Check the

Credit Check Goods Received by distributor Goods Received by distributor Empties dispatche d Empties dispatche d

Payment received_{Payment received}

Claims received_{Claims received} Availability Loading Slip and Physical stock loading Loading Slip and Physical stock loading Picking and PGI as per signed load slip Picking and PGI as per signed load slip Shipping and Delivery –only cleared orders Shipping and Delivery –only cleared orders Empties Receipt at Plant Empties Receipt at Plant Billing. Invoicing ( Post PGI ) Billing. Invoicing ( Post PGI )

(14)

Section A

8. Process Chart – Distributor Sales process

_{Sales Order capturing Process flow}

Receive sales order from Distributor or CE via Fax or Telephone

Order and DD (Demand Draft) is then punched in to SAP system

Online Availability, Credit and Glass checks is done in the system

List of pending orders list is generated and status of the order is checked

Blocked Order gets reviewed by Finance Team, collection as well as release of order is done by finance team as per authority matrix

Manual Process (Distributor / CE)

VA01 / ZF49

VA01 / VA02

VKM3, ZF49, FF68, ZCLM, F-32, YF68 and ZRE1 or ZRE2

If the stock is not available in the system prompts next schedule date of the stocks

POP message comes on Distributor Glass and credit available

(15)

Section A

9. Process Chart – Sales order Processing

_{Delivery and Billing capturing Process flow}

List of pending orders list is generated and status of the order is checked

Picking place with the signed loading slip VL02N

Auto generated Loading slip is issued and physical loading of stocks is carried out under shipping executive supervision

VL01N

Loading slip – Manual Process

Shipping Team Executes Cleared orders Delivery and check the Shipping condition and forwarding Agent (Transporters 4 digit code)

YVA05

Create Shipment document

Generate Billing (Invoicing)

VI01/VI02

VF01

Create Shipping Cost document

(16)

Section A

10. Process Chart – Sales order Processing

_{Collection Process flow}

Section B

Cheques collected for the day is entered in To SAP system and Pay-in-slip is generated

Next day morning we get upload file from the CITI BANK through mail.

CITI bank text file gets uploaded in the system through upload program

Manual process

ZF49 CITI Bank collection Agent collects the money

at Warehouses / CFA’s or directly form the distributor location.

FF68

(17)

1. Recording of Sales Order in SAP

1.1

. Create Sales Order

Standard

SAP Menu Path Logistics  Sales and Distribution  Sales  Order

Roles COPC / AE’S ( Central Order Processing Cell , Accounts Executives )

SAP Transaction

Code VA01

“After entering you user name and password you will come to the next screen as shown”

S N Field Description Values/ Action

1 VA01 Type transaction code in the

command editor field Type VA01 transaction code ( T’code ) Press Enter OR click on the you will get the next screen

Section B

(18)

1. Recording of sales Order in SAP

1.1

Create sales Order

Standard

Roles COPC / AE’S ( Central Order Processing Cell , Accounts Executives )

SAP Transaction

Code VA01  ZOR1 order Type for sales

“After entering the VA01 Transaction code you will come to the next screen as shown”

1 Order Type classification that distinguishes between different types of Sales document.

Type ZOR1 – Customer Indent 2 Sales Organization Company code , where you want to

create the claim order , for e.g is the customer is assigned to ASDC , the sales organization will be ASDC

Select – relevant company code where distributor Is assigned , for e.g. type – 1000 for PIH , 3000 for ASDC , 4000 , for ADBL , 6000 for TBC and 7000 for AFJP 3 Distribution

Channel The way in which products or services reach the customer. Type 10 for Indirect distributor 4 Division A way of grouping materials,

products, or services. Type “ 00 ” Press Enter OR click on the you will get the next screen

Section B

1

2

4

(19)

1. Recording of Sales Orders in SAP

1.1

Create Distributor Sales Order

Standard

Role COPC / AE’S ( Central Order Processing Cell , Accounts Executives )

SAP Transaction

Code VA01

“After the order type and sales organization and all other relevant information are entered press ENTER you will get the new screen shown below:-

1 Sold-to party The Customer Code from whom we

have received the claim. Type the 10 digit code of the customer 2 Ship-to party The Customer Code from whom we

have received the claim. The Sold-to party code is defaulted 3 Purchase order no. Field to capture reference number Enter the Distributor CE territory code ,

this text will be used for open order report Press Enter OR click on the or Press Enter you will get the next POP up screen

4 Pop up message The Popup message will give the information regarding the A/R and Glass balance available with the distributor as on date.

Click Yes to proceed for next transactions.

5 Yes / No Click yes for updating the other Data , and if you don’t want him to

despatch click on “ NO”

Share POP up message details with CE or Sales accounting manager

1

5

4

5

3

(20)

Section B

1. Recording of Sales Orders in SAP

1.1

Create Distributor Sales Order

Standard

Role COPC / AE’S ( Central Order Processing Cell , Accounts Executives )

SAP Transaction

Code VA01

“After the order type and sales organization and all other relevant information is entered press ENTER You will get the new screen shown below:-

6 Material The SKU code for which the discount

or any other expenses are incurred. Type in the 4 digit SKU. 7 Order Qty Enter the Order Qty as per Fax or

over phone Enter the Sales Order Qty 8 Plant code Check the plant code , this

information directly flows form the customer master or you can also modify

Type – 4 Digit Plant code

9 Volume The total Qty order received form the

distributor Total Order Qty

10 Net Value Check the Order amount Order amount (Price to distributor ) Press icon the order will get saved and system will generate the Order number

6

9

8

7

1

0

(21)

Section B

1. Recording of Sales Orders in SAP

1.1

Create Distributor Sales Order

Standard

SAP Menu Path

Sales and Distribution  Transactions  Create Sales Order

ROLE COPC

SAP Transaction Code

VA01

11 Information Alert message indicates that selected vehicle type is H1 and 9000 KG capacity where as selected order weight is 185 kg

This information needs to be shared with PAC / PAM (Product availability

coordinator or Product availability

manager) and CE to check the short fall of the QTY; this will result in to under

utilization of Truck and has direct impact on fright.

After discussion with PAM and PAC , COPC will save the Order

Information message will not stop the Order for delivery, but error message will stop the order for delivery creation and click on to save the Order.

1

9

(22)

Section B

1. Recording of Sales Orders in SAP

1.2

Check the Open sales Order

Standard

SAP Menu Path

Sales and Distribution  Credit Management  Sales and Distribution Documents  VKM3 - Sales Document

ROLE Sales accounting Manger – SAM

YVA05

Check the Order status through YVA05 in pending order status The order will get blocked due to the following reasons.

Sr

no Reason of Order blocks message Description Action 1 Dynamic credit check

exceeded Which means distributor has exceeded the credit limit – amount Record the Open DD / Cheques in transit and credit dist account or release the order as per authority matrix

2 Oldest open item overdue Distributor has not paid the amount on

time or violation of credit days norms Record the Open DD / Cheques in transit and credit dist account or release the order as per authority matrix.

3 Non Availability of stocks Non availability of stocks will also result

to block order. Check the physical stock availability in the warehouse or plant or check the physical stocks vs SAP stocks

4 Glass limit exhausted Glass limit is exceeded by distributor Check the open ERV report and closed the ERV entries

5 Non clearance of open A/R

item Distributor A/R items are not cleared Check the open A/R balance and perform the clearing 6 Next internal review date If the trimester limits are not updated on

time Update the trimester limit before the next internal review date.

Shipping can despatch only cleared orders, the system will not allow creating the blocked orders. Shipping to check SAP stocks Vs physical stocks before they execute the cleared orders deliveries

Credit parties block is also get highlighted in the YCAR report, this report is used by SAM before he releases the block orders.

Information message will not stop the Order for delivery, but error message will stop the order for delivery creation and click on to save the Order.

(23)

Section B

2. Release the Distributor sales Order

2.1

Release Distributor Sales Order

Standard

SAP Menu Path

VKM3

Sr no Reason of Order blocks

message Description Action

1 VKM3 Type VKM3 transaction code to release

the blocked orders Record the Open DD / Cheques in transit and credit dist account or release the order as per authority matrix

Next screen will appear as shown blow

2 Sales Document Enter the block order number in sales

document Enter block order number Press Execute button or press F8 to process to the next screen

1

(24)

Section B

2. Release the Distributor sales Order

2.1

Release Distributor Sales Order

Standard

SAP Menu Path

VKM3

3 RJ The blank box will appear on the screen with all the relevant data , for e.g credit value and status of the block

Based on the information on the screen we will release the order Click on the RJ ( Blank box ) to release the order

4 RJ Click on the RJ box as shown above Check the A/R balance 5

Click on the and save the screen Order will get released Press icon , order will get released and you will

Section B

4

5

3

(25)

3. Create Distributor Sales Delivery

3.1

Create Distributor Sales Delivery

Standard

SAP Menu Path

Sales and Distribution  Shipping and Transportation  Outbound Delivery  Create  Single Document  VL01N - With Reference to Sales Order

Role Shipping Executive and Shipping coordinator

VL01N

1 VL01N Type transaction code – VL01N in the

command editor Enter VL01N transaction code in command editor Press enter  you will come to the next screen where you have to enter the cleared Order number

Section B

PepsiCo Confidential Page

1

(26)

3. Create Distributor Sales Delivery

3.1

Create Distributor Sales Delivery

Standard

SAP Menu Path

VL01N

2 Shipping Point Enter the Shipping point / plant code from where you are despatching the stocks to distributor

Enter 4 Digit plant code as shipping point , each Manufacturing plant is define as shipping point .

3 Selection Date Selection dated comes by default ,

current date System takes current date as selection date 4 Order Type cleared order number in the

order field Type cleared order only

Press enter or click on  you will come to the next screen where you have to complete the following steps

Section B

3. Create Distributor Sales Delivery

2

3

4

(27)

3.1

Create Distributor Sales Delivery

Standard

SAP Menu Path

VL01N

5 Material 4 Digit material code culled directly

from the Order In delivery system checks the stocks in SAP 6 Plant Default shipping point comes from the

plant

7 Storage location Storage location is a logic place

where I pick my stocks System by default picks the storage location. , system will allow you to change the storage location if you wish to change. 8 Delivery Quantity System will populate the Order qty as

delivery qty System checks the stock availability at the time of delivery. Click on the Header data or ( click on >> Goto >> Header ) and check the following

Section B

6

5

(28)

3. Create Distributor Sales Delivery

3.1

Create Distributor Sales Delivery

Standard

SAP Menu Path

VL01N

9 _Header _{Click on} _{and check , the} Shipment and partner Tab

In Shipment tab you check the route number , Truck type and in partner data you check the transporters as vendor code

After clicking on the

tab the next screen will appear, click on the shipment and partner

9

(29)

Section B

3. Create Distributor Sales Delivery

3.1

Create Distributor Sales Delivery

Standard

SAP Menu Path

VL01N

10 Route Check the Route number Route number will come from the Order and Route master updated in the system. 11 Truck Type Truck type is maintained in the

customer master In customer master General data in additional data this filed is updated. After updating the above field we have to check the partner Tab.

Section B

1

0

1

(30)

3. Create Distributor Sales Delivery

3.1

Create Distributor Sales Delivery

Standard

SAP Menu Path

VL01N

12 Partner Click on Partner Tab and update the

Transporters code Need to update the forwarding agent to determine freight. 13 Forwarding Agent Partner code , is nothing but vendor

code Enter Transporters as vendor code in the partner field After updating the entire filed click on Save icon to save the delivery, system will generate the delivery document.

1

2

1

(31)

Section B

4. Picking

4.1

. Picking

Standard

SAP Menu Path

Sales and Distribution  Shipping and Transportation  Outbound Delivery  Change  VL02N - Single Document

VL02N

1 VL02N Type Transaction code in command

editor Enter the Transaction code – VL02N 2 VLO2N You can also enter the transaction

through MENU path You can also execute the transaction by Clicking on the Menu path Press enter you will get the next screen

2

1

(32)

Section B

4. Picking

4.1. Picking

Standard

SAP Menu Path

VL02N

3 Outbound Delivery Type the delivery no and update the

picking qty Type the delivery number and update the picking

(33)

Section B

4. Picking

4.1. Picking

Standard

SAP Menu Path

VL02N

4 Picking Click on the Picking Tab After clicking on the Picking Tab , you can see the Material line item with Delivery Qty

5 Picking Qty Enter the Picking Qty as per Loading

slip Enter the Picking Qty as per Loading slip. 6 Batch Type the Batch number as per the

loading slip. Batch numbers enter in the loading slip and in the sap system has to be the same.

The Batch number for all the PET and Diet Can is date of manufacturing followed by last 4 character of manufacturing plant ( For e.g DD/MM /YY AND PLANT CODE ) , All other product , Which is Glass , Aquafina and other can product will have “ Plant code “ as batch number. ( For e.g – SMM1 )

If you want to select the two batch code for the same delivery Qty, you have to execute additional steps. Shown below.

6

4

(34)

Section B

4. Picking

4.1. Picking

Standard

SAP Menu Path

VL02N

7 Delivery Qty Keep Delivery Qty same If you want to select the Two batches for one delivery qty remove the Delivery Qty 8 Pick Quantity Keep Pick qty blank Keep Pick Qty Blank for splitting the Batch 9 Batch Leave batch qty field blank Batch Qty field should be blank for batch

splitting.

10 Batch Split Click on Batch split Tab Click on the Batch split tab and select the multiple batch

Click on the Batch split you will get the next screen

9

1

0

9

(35)

Section B

4. Picking

4.1. Picking Standard

SAP Menu Path

VL02N

11 Batch

determination Click on the batch determination icon Click on the batch determination icon and proceed

Section B

1

(36)

4. Picking

4.1. Picking

Standard

SAP Menu Path

VL02N

12 Strategy info Click on the strategy Info for selecting

the multiple batch Click on the Strategy info for selecting the multiple batch

Section B

1

2

(37)

4. Picking

4.1

. Picking

Standard

SAP Menu Path

VL02N

13 Selection criteria Click on the selection criteria Click on the selection criteria 14 Information

message Information message will come as you want to create the selection criteria in the batch class?

Click on the “ Yes “ and proceed

1

3

1

4

(38)

Section B

4. Picking

4.1. Picking

Standard

SAP Menu Path

VL02N

15

Press Click on the to next screen Click on the icon you will get next screen

Section B

1

5

(39)

4. Picking

4.1. Picking

Standard

SAP Menu Path

VL02N

16 Split Qty System will prompt the delivery Quantity in FEFO batch ( First expiry first out )

We have to split the Qty as per the batch selected in the loading slip.

Split the quantity as written in the signed loading slip

1

6

(40)

Section B

4. Picking

4.1. Picking

Standard

SAP Menu Path

VL02N

17 Qty splited in two

batches Total Delivery Qty is splited in to two batches Qty is splited in to Two batches 18 Copy Click on the Copy Tab and Proceed Click on the Copy Tab and Proceed The next screen will appear if we click on the “ COPY tab “

1

7

1

(41)

Section B

4. Picking

4.1. Picking

Standard

SAP Menu Path

VL02N

19 Batch Splitting New Item code generated for Batch Split

1

9

(42)

Section B

4. Picking

4.1. Picking

Standard

SAP Menu Path

VL02N

20 Batch

Click on the icon to check the

Delivery Qty batch is splitted Click on the icon

2

0

(43)

Section B

4. Picking

4.1. Picking

Standard

SAP Menu Path

VL02N

21 Batch You can see the Delivery total qty gets splitted in to Two batches 22 Pick Qty We have to pick the Picking Qty in the

field Enter the Pick Qty

2

(44)

Section B

4. Picking

4.1. Picking

Standard

SAP Menu Path

VL02N

23 Pick Qty Enter the Pick Qty

24 Press Save Click on Save Button This will save the delivery

Section B

2

3

2

(45)

5. Create Shipment Document & Auto PGI

5.1

Create Shipment Document

Standard

SAP Menu Path

Logistics Execution  Transportation  Transportation Planning  Create  VT01N - Through Single Document Entry

VT01N– Create / VT02N – Change / VT03N - Display

1 VT01N Type – VT01N code for creating the

Shipment Document Type – VT01N for creating the Shipment Document 2 Transportation

Planning point Transportation Planning Point is Sending Plant Enter the Transportation planning point 3 Shipment Type Specifies what type of transportation

processing is to be performed Select the relevant Shipment Type

4 Press enter or click on button you get to the next screen

1

4

2

(46)

Section B

5. Create Shipment Document & Auto PGI

5.1

Create Shipment Document

Standard

SAP Menu Path

Section B

(47)

5. Create Shipment Document & Auto PGI

5.1

Create Shipment Document

Standard

SAP Menu Path

5 Add Deliveries Press this button and new screen will

pop up to enter delivery number Enter the Delivery Document Number. Multiple delivery Number can be added, provide the Vendor & Vehicle Type are same, IF the deliveries belongs to

different routes the system will pickup the farthest Route in shipment, based on the KM maintained in the Route Masters 6 Deliveries Enter the delivery number for the

shipping point Delivery Number Press enter 7

Execute Press the button or F8

Section B

6

7

(48)

5. Create Shipment Document & Auto PGI

5.1

Create Shipment Document

Standard

SAP Menu Path

8

Over view

Click button overview of shipment Press Over view of shipment

It will take you to the Overview Screen.

In the above screen, one by one click on buttons for Planning, Check-In, Loading start,

Loading end, and Shipment completion.

Section B

(49)

5. Create Shipment Document & Auto PGI

5.1

Create Shipment Document

Standard

SAP Menu Path

9 Shipping Condition _{This denotes the one way or Two} way Freight

Enter the Shipping Condition Z1=ONE WAY

Z2= TWO WAY 10 Special Processing

Indicator Choose the indicator for identifying _{the Freight whether Contract or} Market Vehicle being used for shipment.

Enter the Special Processing Indicator

11 Container ID _{This field denotes the Truck Number This will get populated from the delivery} document and editable if required.

9

1

0

1

2

(50)

12 _{Press Copy}

13 _{Press Save} Auto PGI will be done.

After updating the entire filed click on Save icon to save the shipment document, system will generate the shipment document.

Section B

6. Create Shipment Cost

6.1

Create Shipment Cost

Standard

SAP Menu Path

Logistics Execution – Transportation - Shipment Costs – Create - Single Document (VI01)

VI01

1 Shipment Number Enter the shipment number for which the shipment cost document to be created

Shipment Number 2

Press Enter or press it will take you to new screen

Open a new screen

Section B

1

2

(51)

6. Create Shipment Cost

6.1

Create Shipment Cost

Standard

SAP Menu Path

Logistics Execution – Transportation - Shipment Costs – Create - Single Document (VI01)

VI01

Once on the overview screen press save icon

to save the shipment cost document, system will

generate the shipment cost document.

Section B

(52)

7. Create the Billing document

7.1

Create billing document

Standard

SAP Menu Path

Sales and Distribution  Billing  Billing Document  VF01 - Create

VF01

The Final step to create the Billing document, please follow the steps to create the billing

document.

1 VF01 Create the billing document by typing the transaction code – VF01 in command editor

Type VF01 2 Select the Menu

path You can also select the Menu path for creating the billing document Click on the Menu path or Type VF01 Type VF01 or click on the menu path for creating the billing document – Press enter >> the next screen will appear.

1

(53)

Section B

7. Create the Billing document

7.1 Create billing document Standard

SAP Menu Path

Sales and Distribution  Billing  Billing Document  VF01 - Create

VF01

3 Document Enter the Delivery Number in the

document field Enter the delivery document in the document filed. Only PGI completed delivery document is allowed for billing, if you don’t complete the PGI and want to create the delivery you will get an error message. The next step is click on icon to complete the delivery. Post clicking on Save Icon the system will give following message “ Document XXXXXX saved ( no accounting document generated )

Section B

(54)

7. Create the Billing document

7.1 Create billing document

Standard

h

SAP Menu Path Sales and Distribution  Billing  Billing Document  VF02 – Change Role Shipping Executive and Shipping coordinator

VF02 Non Excise Invoice go to Print the billing document

7 VF02 Type VF02 transaction code at the

command field Type – VF02 at the command field 8 Enter Billing

document Number Enter billing document number Enter Billing document number Select the Billing document on the same screen as shown below

Section B

7

(55)

7. Print the Billing document

7.1

. Print Distributor billing document

Standard

SAP Menu Path

Sales and Distribution  Billing  Billing Document  VF02 – Change

9 Billing document You will get the List of option to crate

the billing document Type – VF02 at the command field 10 Issue output to Select the out put. click on the issue

tab Select the issue Tab

9

1

0

(56)

Section B

7. Print the Billing document

7.1

. Print Distributor billing document

Standard

SAP Menu Path

Sales and Distribution  Billing  Billing Document  VF02 – Change

11 Z003 Duty paid VAT Invoice Select the Relevant out put type and print the Invoice

12 Click on the Print Icon to print the Invoice

13

Click on for Print Preview

Section B

1

2

1

3

(57)

8. Create the Excise Document

8.1

Create Distributor Excise billing document

Standard

SAP Menu Path

CIN  Indirect Taxes  Sales/Outbound Movements  For Sales Order  J1IIN - Outgoing Excise invoice create/change/display

J1IIN

1 J1iin Type – J1iin transaction code or follow the menu path for creating – Excise billing document

Type J1iin for booking Excise Invoice 2 Menu Path If you don’t know the Transaction

code , follow menu path

Press Enter to go to a next screen for Excise Determination and updating the Mod vat data

Section B

1

(58)

8. Create the Excise Document

8.1

Create Distributor Excise billing document

Standard

SAP Menu Path

J1IIN

3 From Billing Click on the from billing document Click on from billing tab and enter the billing document.

Section B

(59)

8. Create the Excise Document

8.1

Create Distributor Excise billing document

Standard

SAP Menu Path

J1IIN

4 Billing document Enter the Billing document Enter the billing document Press enter or click on the

Section B

(60)

8. Create the Excise Document

8.1

Create Distributor Excise billing document

Standard

SAP Menu Path

J1IIN

5 BED Basic Excise Duty Check the Basic Excise Duty 6 Ecs Education Cess Check the Education cess amount 7 SEcess Secondary Higher Education Cess Check the SEcess Amount

8 Save Click on the Save icon Click on save icon your Excise Entry gets generated in system and Modvat data gets updated in the system

Now the next step is how to take the Print out of Excise Invoice?

Section B

6

5

7

8

(61)

9. Print the Excise document

9.1

. Print Excise Invoice

Standard

SAP Menu Path

CIN  Indirect Taxes  Sales/Outbound Movements  For Sales Order  J1IP - Print

J1IP

1 J1IP Type the transaction code – J1ip in the command editor or follow the menu path

Enter J1IP in the command Editor Press enter for Next screen – display

(62)

Section B

9. Print the Excise document

9.1

. Print Excise Invoice

Standard

SAP Menu Path

J1IP

2 Excise Year Enter the Excise Year Enter the current Year 3 Excise Invoice

Date Enter the current date Enter the current date

4 Series Group Enter the Excise Series Group Enter the Excise series group , each plant has separate series group – for more information please refer – Annexure - A 5 Plant Type the Plant code A unique 4 digit code needs to be enter for

each manufacturing plant – the

manufacturing plant code is mentioned in Annexure – B

6 Out put Type Out put type is set for all Excise and

Non excise Invoice Z002 Out put type is used for all VAT state Excise Plant and Non VAT state excise plant the Out put type is used as “ Z001 “ Pre printed stationary (132 column) is used for all Excise Invoice – 1+2 a copy is printed. One copy is for security Gate , One copy to Transporters and One copy to Distributor

Click on the

or press F8 to print the Excise Invoice.

2

3

4

5

6

(63)

Section B

9. Print the Excise document

9.1

. Print Excise Invoice

Standard

SAP Menu Path

J1IP

7 Click on check box Click on the Check box to Click on the check box to select the Invoice which you want to print 8

Print - Click on the Print icon to print the invoice

Print the Invoice

9 _{- Display} _{Click on} _{icon to display invoice} _{Click on the} _{to display the Invoice} 10 Status Status of the printing will get changed

if you click on the print the excise invoice

Status will change after printing the Invoice.

Post printing the Invoice shipping needs to check the list of things on the Invoice before the truck leave from the factory premises.

 Excise amount and rate  Ecess Rate and amount  Secess Rate and amount  Vat rate and amount



Name and Address of the customer and related information for e.g TIN number etc...  Final Invoice value

Section B

8

7

9

1

0

(64)

10. Gate out entry at the plant security gate

10.1

. Gate out entry at the Excise Plant

Standard

SAP Menu Path

YGATE Is the Z transactions

Role Plant security guard

YGATE

1 YGATE Type the YGATE transaction in the

command editor Enter the YGATE transaction

2 Invoice Number Gate out entry at the time of security

gate Enter the Invoice Number

3 _{click on the}

display icon Click on the the required field and enter click on

Enter the Billing document

1

2

3

(65)

Section B

10. Gate out entry at the plant security gate

10.1

. Gate out entry at the Excise Plant

Standard

SAP Menu Path

YGATE

4 Yes , Confirm Gate

Out Click on the confirm gate out icon and the status of the invoice will get changed.

Click on the Yes confirm gate out tab post verifying the Invoice qty vs Physical loaded Qty.

5 Pending Departure This shows the status of the YGATE

document You can check the status of the YGATE Click on Yes confirm and allow vehicle to move out from the factory gate

Section B

4

5

(66)

10. Gate out entry at the plant security gate

10.1

. Gate out entry at the Excise Plant

Standard

SAP Menu Path

YGATE

6 Yes Click on Yes and Proceed Click on Yes Tab the system will change the status

Final message should come as shown below for clicking on the yes tab.

7 Exit Click on Exit and proceed to next

transaction Click on the Exit your transaction is complete

6

(67)

Section B

11. Print ERV-1 Document

11.1

Print ERV-1 document

Standard

SAP Menu Path

YERF

Role Shipping Executive / Shipping co coordinator

YERF

1 YERF Click on the command editor –YERF Enter the YERF transaction code Type the YERF transaction code and press enter you will get next screen

Section B

(68)

11. Print ERV-1 Document

11.1

Print ERV-1 document

Standard

SAP Menu Path

YERF

2 Billing Document Enter the Billing document number Billing document is number which you have created through transaction code > VF01

3 Radio Button /

Display Details Click on the – Regular ERV1 document for Distributor sale Billing Click on the Regular ERV1 radio button 4 Stock Transfer This option is available if your billing

document of stock transfer document For all stock transfer transaction second radio button is available 5 Execute / F8 Click on the Execute Button and take

the ERV 1 print out You can select one option at time Click on the F8 button and take the print out

Section B

2

3

5

(69)

11. Print ERV-1 Document

11.1

Print ERV-1 document

Standard

SAP Menu Path

YERF

6 Output Device Enter the out put Device , give the

Out device >> LOCD Enter the out put device as shown above 7 Print Preview Click on the print preview if you want

to check the out put Click on the preview before you take the print out 8 Print Click on the Print Icon for print Click on the print button, attached the

ERV-1 along with the Invoice copy.

6

8

7

(70)

Section B

12. Collection Process

12.1 DD

in Transit entry

Standard

SAP Menu Path

ZF49

Role COPC / Unit Accounts Executive

ZF49

1 ZF49 Enter the ZF49 code for entering the DD in Transit

Press enter you will get the next screen

Section B

(71)

12. Collection Process

12.1 DD

in Transit entry

Standard

SAP Menu Path

ZF49

2 Document Date Enter the document date , this

document is equal to the DD date DD entry is basis Fax received at the COPC cell , Document date is the DD date

3 Company Code Enter the Co code Enter the co code 4 Reference In the Reference field DD – six digit

number is allowed Enter the SIX digit number in the Reference field 5 Doc Header Text Enter the Doc header text as the DD

drawing bank name Enter the DD bank name in the Reference field. 6 Account Enter the Distributor code in the

account field Enter the 10 digit customer code in the account field. 7 Amount Enter the DD amount DD amount needs to be entered 8 Due Due date is the system date when

you enter the DD in transit Enter the system date as Due date 9 Business Area Enter the Business area where the

customer is linked

2

3

4

5

6

7

8

9

(72)

Section B

12. Collection Process

12.1 DD

in Transit entry

Standard

SAP Menu Path

ZF49

The Following are the key control we build while entering the DD in transit

S N

Descriptions

1 Only Six digit DD number is allowed in the Reference field

2 System will not allow to enter the same amount and DD number entry Twice

3 There is a Tolerance limit is set for DD in Transit , the system will not allow you enter DD more then 10 lakhs Rupees

4 You can not enter the DD in transit for more than 3.

10 Click Save Enter the SAVE button Enter the Save Icon , it will save the document

1

0

(73)

Section B

12. Collection Process

12.2 Recording of DD / Cheque and recoding of Pay –in- Slips

Standard SAP Menu Path

SAP Menu  Accounting  Financial Accounting  Banks  Incomings Check Deposit  FF68 – Manual Entry

FF68

1 FF68 Enter the FF68 transaction code to

capture the DD pay-in-slips You can also follow the standard Menu Path for entering the FF68 transactions Click or press enter to go the Next screen

Section B

(74)

12. Collection Process

12.2 Recording of DD / Cheque and recoding of Pay –in- Slips

Standard

SAP Menu Path

SAP Menu  Accounting  Financial Accounting  Banks  Incomings Check Deposit  FF68 – Manual Entry

FF68

2 Company Code Relevant company code is entered in

this field The list of company codes are – PIH, ASDC, AFJP, ADBL and TBC. 3 House Bank Enter the House Bank as CITI1 All bank data is determined using this key 4 Account ID Account ID is link to the House Bank The house bank uniquely defines a bank 5 Group Enter the Unique group number

defined as per the Unit Finance Enter the Group Number 6 Posting Date Posting date is the date on which the

document is created. Document date is the date on which the document is created 7 Value Date Value date is same as posting date Same as Posting date

Training Manual (Bevrage)

Shipping User Guide

@ PepsiCo International

Document Control

Document Statistics

Revision History

1.0

Document Approvers

S/N

Versio

n No.

Approved By

Name

Email

1

1.0

2

1.0

3

1.0

4

1.0

Process Documents Master List

S/

How to use this book?

CONTENTS

Sections

SN

Description

Page Number

CONTENTS

Sections

SN

Description

Page Number

1. SAP Logon

8

7

2. Commonly used SAP icons

Icon

Keystroke

Functionality

2. Commonly used SAP Icons

Icon

Keystroke

Functionality

3. Transactions and authorizations

Transaction

codes

Description

of the

transaction

Comment

Transaction used by –

Role Name

4. Reports and authorizations

Transaction

codes

Description of the

reports

Reports used by – Role Name

5. List of Sales Order Type used and Abbreviations

Order

Type

Sales Org

Distribution

Channel

Division

Order Types

Description

6. Sales pricing and commonly used terms

Pricing

condition

Meaning (Condition

of Claim Exp in SAP )

Pricing condition

Meaning (Condition of

Claim Exp in SAP )

7. Process Chart – Distributor Sales process

Process Chart from Order to Collections

_{Process Chart from Order to Collections}

_{Sales Order capturing Process flow}

_{Delivery and Billing capturing Process flow}

_{Collection Process flow}