Mm_bbp.docx

Blue Print Document – Materials Management

Project SHAKTHI

Business Blueprint Submitted To Consul GROUP

By KPIT CUMMINS INFOSYSTEMS

MATERIALS MANAGEMANT DOCUMENT RELEASE NOTICE

September, 2013 Version 1.0

Customer:

Consul Consolidated

Project

Shakthi

:

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DOCUMENT DETAILS:

Name

Version No.

Description

Materials Management

2.0

This document outlines the Materials Management business processes of CONSUL and how these will be implemented in SAP.

DOCUMENT DETAILS:

Revision

Action taken

Preceding

New

Revision

Number

(add/del/chg)

Page No.

Page No.

Description

These are confidential documents. Unauthorized access or copying is prohibited.

PREFACE Purpose of this Document The purpose of this document is to record the business process requirements of CONSUL CONSOLIDATEDand outline the requirement mapping in SAP.

Intended Audience

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The intended audience for the Materials Management Business Blueprint is the employees of CONSUL CONSOLIDATEDand other persons authorized by CONSUL who are in any way related to Business Processes involving Materials Management. Related Documents/ References

Documents referred to prepare Materials Management Business Blueprint Document are as follows:

Sl. No.

Title

Version

Remarks

Author

01

Business Blue Print

02

Business Processes Flow

Tazim Hashmi

03

KDS

Tazim Hashmi

04

Gap Analysis

Tazim Hashmi

2.0

Tazim Hashmi Business Model Annexure

Sign Off

Role

Name

Functional Consultant

Mr. Tazim Hashmi

Project Manager-KPIT

Mr. Ravichandra

Core Team Member

Mr. Jaishankar

Signature

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Date

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Process Owner

Mr. Ganesh Kini

Process Owner

Mr. Rashik Kataria

GM - Finance

Mr. Vishwanathan V

Project Manager-CONSUL

Mr. Vijaya Krishna KS

CFO

Mr. Yogeshwaran N

CEO

Mr. Sriram Ramakrishnan

Contents

ACRONYMS ............................................................................................................................ 8 GENERAL EXPLANATION .................................................................................................... 9 1.0

ORGANIZATION STRUCTURE .................................................................................10

1.1

CLIENT: .......................................................................................................................10

1.2

COMPANY CODE: .....................................................................................................11

1.3

PLANT: ........................................................................................................................11

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1.4

STORAGE LOCATION: .............................................................................................13

1.5

PURCHASING ORGANIZATION:..............................................................................14

1.6

PURCHASING GROUP:.............................................................................................14

2.0

MASTER DATA FOR MATERIALS MANAGEMENT ...............................................15

2.1

MATERIAL MASTER .................................................................................................16

2.2

VENDOR MASTER .....................................................................................................20

2.3

SERVICE MASTER ....................................................................................................22

2.4

PURCHASE INFO RECORD......................................................................................22

2.5

SOURCE LIST ............................................................................................................23

3.0

MATERIAL VALUATION............................................................................................23

4.0

BUSINESS PROCESSES ..........................................................................................24

4.1

PROCESS- PURCHASE REQUISITION ...................................................................24

4.1.1 GENERAL EXPLANATIONS (AS – IS) .....................................................................24 4.1.2 SOLUTION IN SAP (TO BE) ......................................................................................24 4.1.3 BUSINESS MODEL: ...................................................................................................25 4.2

PROCESS- REQUEST FOR QUOTATION ...............................................................25

4.2.1 GENERAL EXPLANATIONS (AS – IS) .....................................................................25 4.2.2 SOLUTION IN SAP (TO BE) ......................................................................................26 4.2.3 BUSINESS MODEL: ...................................................................................................26 4.3

PROCESS-MAINTAIN QUOTATION & PRICE COMPARISON ..............................26

4.3.1 GENERAL EXPLANATIONS (AS – IS) .....................................................................26 4.3.2 SOLUTION IN SAP (TO BE) ......................................................................................27 4.3.3 BUSINESS MODEL : ..................................................................................................27 4.4

PROCESS-PURCHASE ORDER ...............................................................................27

4.4.1 GENERAL EXPLANATIONS (AS – IS) .....................................................................28

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4.4.2 SOLUTION IN SAP (TO BE) ......................................................................................28 4.4.3 BUSINESS MODEL: ...................................................................................................28 4.5

INBOUND ENTRY / GATE ENTRY ...........................................................................31

4.5.1 GENERAL EXPLANATION (AS-IS) ..........................................................................31 4.5.2 SOLUTION IN SAP (TO BE) ......................................................................................31 4.5.3 BUSINESS MODEL: ...................................................................................................32 4.6

PROCESS- GOODS RECEIPTS................................................................................32

4.6.1 GENERAL EXPLANATIONS (AS – IS) .....................................................................32 4.6.2 SOLUTION IN SAP (TO BE) ......................................................................................32 4.6.3 BUSINESS MODEL: ...................................................................................................33 4.7

PROCESS- GOODS ISSUE .......................................................................................33

4.7.1 GENERAL EXPLANATIONS (AS – IS) .....................................................................33 4.7.2 SOLUTION IN SAP (TO BE) ......................................................................................34 4.7.3 BUSINESS MODEL: ...................................................................................................34 4.8

PROCESS- GOODS RETURNS (VENDOR RETURN) ............................................34

4.8.1 GENERAL EXPLANATIONS (AS – IS) .....................................................................35 4.8.2 SOLUTION IN SAP (TO BE) ......................................................................................35 4.8.3 BUSINESS MODEL: ...................................................................................................35 4.9

PROCESS- STOCK TRANSFER ...............................................................................35

4.9.1 GENERAL EXPLANATIONS (AS – IS) .....................................................................36 4.9.2 SOLUTION IN SAP (TO BE) ......................................................................................36 4.9.3 BUSINESS MODEL: ...................................................................................................37 4.10

PROCESS- PHYSICAL INVENTORY........................................................................37

4.10.1 GENERAL EXPLANATIONS (AS – IS) .....................................................................37 4.10.2 SOLUTION IN SAP (TO BE) ......................................................................................38

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4.10.3 BUSINESS MODEL: ...................................................................................................38 4.11

PROCESS-VENDOR EVALUATION .........................................................................39

4.11.1 GENERAL EXPLANATIONS (AS – IS) .....................................................................39 4.11.2 SOLUTION IN SAP (TO BE) ......................................................................................39 4.11.3 BUSINESS MODEL: ...................................................................................................40 4.12

VENDOR DOWN PAYMENT......................................................................................40

4.12.1 GENERAL EXPLANATIONS (AS – IS) .....................................................................40 4.12.2 SOLUTION IN SAP (TO BE) ......................................................................................40 4.12.3 BUSINESS MODEL: ...................................................................................................41 4.13

INTEGRATION ............................................................................................................41

4.13.1 SAP MM MODULE INTEGRATION ...........................................................................41 4.13.2 PRODUCTION-PLANNING ........................................................................................41 4.13.3 SALES & DISTRIBUTION ..........................................................................................41 4.13.4 FINANCE/CONTROLLING .........................................................................................42 4.13.5 QUALITY MANAGEMENT .........................................................................................42 5.0 KEY DATA STRUCTURE:- .............................................................................................42 PLANT & BRANCHES .................................................................................................................42 MATERIAL MASTER...................................................................................................................43 MATERIAL TYPE: ORGANIZATIONAL LEVEL .................................................................................... 43 MATERIAL GROUP: BASIC DATA 1 ............................................................................................. 44 PURCHASING GROUP: PURCHASING DATA ..................................................................................... 47 MATERIAL VALUATION CLASS: ACCOUNTING DATA 1 ......................................................................... 47

PURCHASING DOCUMENT ......................................................................................................47 REQUEST FOR QUOTATION .................................................................................................... 47 RFQ NUMBER RANGE.......................................................................................................... 48 PURCHASE REQUISITION TYPE & NO. RANGE ............................................ ERROR! BOOKMARK NOT DEFINED. PURCHASE ORDER TYPE ....................................................................................................... 48

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PURCHASE ORDER: NUMBER RANGE ........................................................................................... 48

PURCHASE ORDER RELEASE PROCEDURE ............................................................................48 EXCISE GROUP........................................................................................................................48 CONDITION TYPES .................................................................. ERROR! BOOKMARK NOT DEFINED. VENDOR EVALUATION ...........................................................................................................49 VENDOR ACCOUNT GROUP ...................................................................................................49 7.0 GAP ANALYSIS ..............................................................................................................51

Acronyms Code

Description

CONSUL

CONSUL CONSOLIDATED

MM

Material Management

QM

Quality Management

PP

Production Planning

PM

Plant maintenance

VM

Vendor master

PO

Purchase Order

PR

Purchase Requisition

SD

Sales and Distribution

LE

Logistics Execution

MM

Material Master

HR

Human Resource

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GENERAL EXPLANATION Company Profile - CONSUL Group is one of the leading Energy Equipments manufacturers in India based at Chennai, Tamil Nadu. This organization is in the industry for more than 3 decades. The product range is under Power solution which includes Inverters, UPS, Stabilizers, K rated Transformers, Micro Controller, and Frequency Inverter, Solar PCU / Inverter and many more in power solutions. The brand “CONSUL” is quite famous in India. The organization split into multiple legal entities which manufactures and markets power solution equipments across India. This organization has service engineers positioned across India to cater after sales service requirements.

Business Blue Print - This is the document where we define the business processes and operating procedures for your company to support the corporate growth initiatives and also to adapt to the new SAP system that will be implemented. SAP Blueprint is the architectural foundation for the success of our project. This is where we define your business requirements, set expectations from the new system and gain alignment of the key business stakeholders with the capabilities and expected output from the new SAP system. In a Business Blueprint, we create a project structure in which relevant business scenarios, business processes and process steps are organized in a hierarchical & tabular structure to specify how your business processes should run in your SAP systems. The project documentation and the project structure that you create during the Business Blueprint will be integral part in the configuration and test organization phases.

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1.0

ORGANIZATION STRUCTURE

SAP enterprise structure is organizational structure that represents an enterprise in SAP system. It consists of some organizational units which, for legal reasons or for other specific business-related reasons or purposes, are grouped together. Organizational units include legal company entities, sales offices, profit centers, etc. Organizational units handle specific business functions. The structure of an enterprise is represented in the SAP System by the following organizational levels:

1.1

Client:

Client is a group or combination of legal, organizational, business and/or administrative units with a common purpose. Example: a corporate group. 

Client is the highest hierarchical level in SAP system



Client represents a corporate group in SAP Enterprise structure

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

Client is identified in the system by 3- digit numeric code ( Ex: 100 )



Several company codes can be uniquely assigned to a client.



Data maintained at Client level is valid across all other organizational levels

1.2

Company Code:

The company code is the organizational unit that allows you to structure your enterprise from a financial accounting perspective. This level represents an independent accounting unit within a client Example: a subsidiary company, member of a corporate group. 

Company code is smallest organizational unit within the client



Company Code is a legal entity & independent accounting unit.



Each company code has its own balance sheet and its own profit and loss statement.



Company code is defined as 4-digit Alpha numeric key ( Ex: SAP1)



Company Code is organizational unit prepared by FI Module Consultant

S. No.

COMPANY CODE

1 2

1000 2000

1.3

DESCRIPTION CONSUL CONSOLIDATED Pvt. Ltd. Megatech Equipments Pvt. Ltd.

Plant:

In SAP, a Plant is defined as “an organizational logistics unit that structures the enterprise from the perspective of production, procurement, plant maintenance and materials planning. A Plant is thus a manufacturing facility or branch within the company. The plant is an operating area or branch within a company.The plant is embedded in the organizational structure as follows: •

The plant is assigned to a single company code. A company code can have several plants.

•

Several storage locations in which material stocks are managed can belong to a plant.

•

A single business area is assigned to a plant and to a division.

•

A plant can be assigned to several combinations of sales organization and distribution channel.

•

A plant can have several shipping points. A shipping point can be assigned to several plants.

•

A plant can be defined as a planning plant.

•

Plant is recommended to use as valuation area for Material valuation

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S. No.

COMPANY CODE

PLANT

DESCRIPTION

EXCISE APPLICABILITY

MANUFACTURING PLANTS 1

1000

1001

Unit -1

Excise Registered

2

1000

1002

Unit -2

Excise Registered

3

1000

1003

Unit -3

NSC service centre

4

1000

1004

Unit -4, BWH 1

5

1000

1005

Unit -5, BWH 2

6

2000

2001

Unit- 1 Pune Prd

7 2000 BRANCHES

2002

Unit-2 Pune Srv

01 02

1000 1000

1101 1102

Delhi

Excise Registered

Indore

Excise Registered

1103

Cochin

1104

Secunderabad

1105

Kolkatta

1106

Coimbatore

1107

Belgaum

1108

Mumbai

1109

Madurai

1110

Ahmedabad

1111

Vijayawada

1112

Ghaziabad

1113

Lucknow

1114

Chennai

1115

Madurai

03

1000

04

1000

05

1000

06

1000

07

1000

08

1000

09

1000

10

1000

11

1000

12

1000

13

1000

14

1000

15

1000

16

1000

1116

17

1000

1117

18

1000

1118

Excise Registered

Bhiwandi - Thane Visakhapatnam Bangalore

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19

1000

1119

20

1000

1120

21

1000

1121

22

1000

1122

23

1000

24

1000

25

1000

26

1000

24

2000

1.4

1123 1124 1125 1126 2101

Jaipur Pune Patna

Raipur

Excisable

Pune

Excisable

Bengaluru

Excisable

Ahmedabad

Excisable

Lucknow

Excisable

Bhopal

Non excisable

Storage Location:

The Storage Location is an organizational unit that allows the differentiation of material stocks within a Plant. Stocks are managed only on a quantity basis and not on a value basis at storage location level.Storage Location is the lowest organizational level in MM and it helps to differentiate the stocks A storage location has the following attributes: •

Defined as 4 digit alpha numeric key in the SAP system ( Ex: SL01)

•

There may be one or more storage locations within a plant

•

A storage location has a description and at least one address

•

There will be always at least one storage location defined for one plant

•

It is possible to store material data specific to a storage location

•

Physical inventory is carried out at the storage location level

•

Stocks are managed only on a quantity basis and not on a value basis at storage location level.

S.NO

Storage Location

Description

01

GF01

RM Storage location

02

GF02

Packing Storage location

03

GF03

Consumable

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04

GF04

Work in progress

05

GF05

SFG storage location

06

GF06

FG Storage location

07

GF07

IT storage Location

08

GF08

Stationery

09

GF09

Tools Storage Location

10

GF10

Block Storage location

11

GF11

VR Storage location

12

GF12

Customer Returns Storage Location

13

GF13

Scrap

14

GF14

Trading Materials (Only in branches)

NOTE: -DFL at Pune as instructed by management there will be separate storage locations as above starting with DF. Storage Location for Service Engineers holding stock is missing.

1.5

Purchasing Organization:

Purchasing Organization is an organizational unit which is responsible for procuring materials or services for one or more plants and for negotiating general conditions of purchase with vendors. The purchasing organization assumes legal responsibility for all external purchase transactions. Since there is only one central purchase organization in CONSUL group, central purchase organization will be defined as “1000” in SAP for CONSUL group. •

Purchasing organization procures materials and services based on the requirements

•

Purchasing organization negotiates terms and conditions with the vendor

•

Purchasing responsibility is on the head of purchasing organization

•

Defined as 4 digit numeric key in the system

1000 - Consul •

Formatted: No bullets or numbering

2000 - Megatech

1.6

Purchasing Group:

The purchasing organization is further subdivided into purchasing groups (buyer groups), which are responsible for dayto-day buying activities.

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

A purchasing group is represented by a client-unique 3-digits alpha-numeric key for a buyer or a group of buyers who are involved in some purchasing activities. The purchasing group is responsible for material procurement and dealing with the vendors.

We can use purchasing group to: -

Represent a buyer or a group of buyers that are responsible for Purchasing activities at specific location.

-

Be a parameter in purchasing documentssuch as Purchase Requisition, Purchase Order, release procedure etc. By doing so, we can set different release/approval procedure for different purchasing documents with different purchasing group.

-

Be an authorization object, so we can restrict a specific role can only create/edit/display purchasing document with a specific purchasing group

Group the purchasing documents in purchasing reports. We can generate report of purchasing documents per purchasing group.

100 - Consul 200 - Megatech

101 - FI Service 102 - IT Service (As many as Cost Centers) 201 - FI Service 202 - IT Service (As many as Cost Centers)

2.0

Master data for Materials Management

In standard SAP to optimize the purchasing activities, you need to maintain certain information in the form of master data. You can maintain different set of information for each organizational level or you can extend this information to more than one organizational level. Appended below are some of the examples of master data which is being used very frequently in purchasing: 1. Material Master 2. Vendor Master 3. Service Master 4. Purchasing Information Record 5. Source List All Master data Codification (Number Range) and finalization of the same for entire CONSUL Group is under progress. Once the final data is ready, the same will be incorporated in SAP.

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2.1

Material Master

The material master contains all the information on all materials that a company procures, produces, stores, and sells. It is the company's central source of information for a material related to several applications/ functional areas on the basis of material type and business involved.

Purpose: The material master is used by all components in SAP logistics.The integration of all material data in a single database object eliminates redundant data storage. The application areas/functional areas such as purchasing, inventory management, material requirements planning (MRP), invoice verification, and so on, can all use the same data. In the SAP Logistics System, the data contained in the material master is required, for example, for the following functions: •

In Purchasing for ordering.

•

In Inventory Management for goods movement postings and physical inventory.

•

In Invoice Verification for posting vendor invoices.

•

In Sales and Distribution for sales order processing.

•

In Production Planning and Control for material requirements planning, scheduling, and work scheduling.

Data Structure: The material master has a hierarchical structure resembling the organizational structure of a company. Some material data is valid at all organizational levels, while other data is valid only at certain levels. 

General material data/Basic data applicable to the entire company is stored at client level. This includes, for example, material group, base unit of measure, material descriptions, and conversion factors for alternative units of measure.



The information for a material in material master is maintained at plant level.



The accounting information of a material in material master is maintained at valuation area level.



The valuation area is an organization level at which the materials are valuated. The valuation area can be a plant or it can be a company code.

Master data is common across all plants. In addition to the basic description, Purchase Order Text will be maintained for the materials. All the existing materials will be loaded to the SAP system; to avoid duplication of master data a central department will create new materials. CONSUL group will be operating in a multi-plant environment in SAP R/3. For common materials, master data in more than one plant will have to be maintained on an ongoing basis. The ownership and corresponding process for maintenance of these master data has to be finalized by CONSUL Group in the Realization Phase and documented. When we create a material master record, it is required to classify the material according to material type.

Material Type Material type groups’ together material with the same basic attributes, for example, raw materials, semi-finished products, or finished products. When creating a material master record, materials are assigned to a material type. Material type

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determines whether the material number can be assigned internally or externally and the number range from which the material number is drawn.

The following are the material types proposed for CONSUL Group:

S.NO 1 2 3 4 5 6 7 8 9 10 11

Material type Raw Material Packing Material Stationery Semi Finished Goods Finished Goods IT Material Consumables Tools Asset Scrap Trading (Only for FG)

Material Group A key that is used to group together several materials or services with same attributes. Each material can belong to only one material group. Material groups can be used to restrict the scope of analysis and search specifically for material master records via search helps. Material groups can access necessary reports. Material groups can be assigned to the Valuation class for the automatic determination of the G/L at the time of the PO creation.Material Groups are still to be identified, and the same will be incorporated in SAP.

SL.NO

ITEM DESCRIPTION

A

RAW MATERIALS/CONSUMABLES

NEW ID

1 ALIMINIUM WINDING WIRES 2 FANS 3 CASTINGS

ALW FAN CAS

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4 BATTERIES 5 BATTERY RACKS

BAT BTR

6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32

PLASTIC PARTS BOBBINS BUCK BOOST TRANSFORMERS BUSBARS ELECTRONIC COMPONENTS-MISC CABINETS CABLES CAPACITORS CHANNELS/ANGLES CHOKES CIRCUIT BREAKERS CONNECTORS CONTACTORS COPPER WINDING WIRES CURRENT TRX/SENSORS DIODES HARDWARES HEATSINKS HYLAM ITEMS ICS IGBTS INSULATION TAPES/SHEETS LABELS/STICKERS LAMINATIONS LAMINOR PLATES LUGS/CRIMP PINS MANUALS

PLA BOB BBT BUS ECM CAB CBL CAP CHA CHK MCB CNN CON CUW CTS DIO HRD HTS HYS ICS IGB INS LAB LAM LMP LUG MAN

33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48

METAL PARTS MISCELLANEOUS PANEL METERS CABLE ASSEMBLIES MOTORS OIL--FIRST FILL PACKING MATERIALS PCB ASSEMBLED PCB PLAIN RELAYS RESISTORS RUBBER PARTS SCR SMC ITEMS SLEEVES SOLAR PRODUCTS

MET MIS METR CBA MOT OIL PAC PCA PCP RLY RES RUB SCR SMC SLE SOP

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49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64

B

STATIC CONVERTER SHEETS SWITCHES TRANSFORMERS TRANSISTORS TERMINAL BLOCKS VARIAC VARIAC PARTS WIRING ACCESSORIES WIND TURBINE & COMPONENTS FERRITE CORES FUSE STABILIZER INVERTER DC DC CONVERTER ISOLATION TRANSFORMER

STC SHT SWT TRX TRN TER VAR VAP WAC WIN FER FUS STB NVI DDC TRI

SFG STATIC FREQUENCY CONVERTER SERVO VOLTAGE STABILIZER VARIAC ASSEMBLY TRANSFORMER FEED BACK ASSEMBLY POWER MODULE ASSEMBLY BUCK BOOST TRANSFORMER ASSEMBLY UIT ASSEMBLY

C

SFC SVS VAR TRX FED POM BBT UIT

TOOLS , IT PARTS AND FIXED ASSETS 1 TOOLS 2 ITPARTS 3 FIXED ASSETS/CAPITAL GOODS

D

TOL ITP FEA

FINISHED GOODS 1 2 3 4 5 6 7 8 9 10 11

UPS 1/1 UPS 1/1T UPS 3/1 UPS 3/1T UPS 3/3 UPS 3/3T UPS 1/1 FREQUENCY CONVERTER UPS 3/3 FREQUENCY CONVERTER UPS 1/1 ATM SURE SERVO CONTROLLED VOLTAGE STABILIZER 1/1 SERVO CONTROLLED VOLTAGE STABILIZER 1/1T

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ML11X ML11T ML31X ML31T ML33X ML33T ML11F ML33F ML11A VS11X VS11T

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12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43

2.2

SERVO CONTROLLED VOLTAGE STABILIZER 3/1 SERVO CONTROLLED VOLTAGE STABILIZER 3/1T SERVO CONTROLLED VOLTAGE STABILIZER 3/3 SERVO CONTROLLED VOLTAGE STABILIZER 3/3T SERVO CONTROLLED VOLTAGE STABILIZER 3/1U SERVO CONTROLLED VOLTAGE STABILIZER 3/3U VOLTAGE REGULATION TRANSFORMER 1/1 VOLTAGE REGULATION TRANSFORMER 1/1T VOLTAGE REGULATION TRANSFORMER 3/1 VOLTAGE REGULATION TRANSFORMER 3/1T VOLTAGE REGULATION TRANSFORMER 3/3 VOLTAGE REGULATION TRANSFORMER 3/3T VOLTAGE REGULATION TRANSFORMER 3/1U VOLTAGE REGULATION TRANSFORMER 3/3U INVERTER 1/1 INVERTER 3/3 INVERTER ELOS INVERTER ERD SOLAR MPPT SOLAR INVERTER 1P SOLAR INVERTER 3P SOLAR UPS 1P SOLAR UPS 3P SOLAR PCU 1P SOLAR PCU 3P SOLAR POWER GENERATING SYSTEM AMF CONTROLLER IPEM 1P IPEM 2P IPEM 3P ENERGY SAVER/CONSERVER 1P ENERGY SAVER/CONSERVER 3P

VS31X VS31T VS33X VS33T VS31U VS33U VR11X VR11T VR31X VR31T VR33X VR33T VR31U VR33U IN11X IN33X IN3EL IN3ER SOMPT SOIN1 SOIN3 SOUP1 SOUP3 SOPC1 SOPC3 SOPGS AMFC IPEM1 IPEM2 IPEM3 ENS1P ENS3P

VENDOR MASTER

Vendor master record is the data record containing all the information necessary for any contact with a certain vendor, in particular for carrying out business transactions. Data in the vendor master record is organized under general data, company code data and purchasing organization data.

Purpose: It serves as data record for maintaining the list of vendors from whom we procure materials/services and whose accounting data can be maintained for payments.Vendor master records have the following structures:

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It consists of data like Vendor name, address, reconciliation account, payment terms, Schema group etc. The vendor master will be created centrally and the required purchasing data will be maintained in the respective purchasing organization level. The order currency and the terms of payment will be in the display field in the purchasing organization data. If the master data currency differs from the purchasing currency it can be changed in the Purchase order. Business partners have a number of different functions, described as partner functions, in connection with your company. You use partner functions to define the rights and responsibilities of each partner type in a business transaction. When you sell or order goods, for example, your business partners can assume partner functions such as: Ordering Address, Goods supplier, Alternate payee etc. Vendor master data is integrated with finance and material management modules. You must assign each vendor whose data you wish to store in the SAP System to an account group.The account group determines, for example, that only those screens and fields of the vendor master record that are needed for the relevant role of your business partner are displayed and ready to accept user input.

Vendor Account Group Vendor account group is used for grouping of vendors. When you create a vendor master record, you are required to enter an account group. The account group determines: -

How numbers are assigned (externally by you or internally by the system) and the number range from which they are assigned

-

Whether the vendor is a one-time vendor

-

Which fields appear on the screen and whether the user can or must make an entry

The vendor account groups and the corresponding number ranges are given below. All the vendor numbers are internally managed. The number ranges are common for both the company codes and the purchasing organizations.

Account Group Name

Account Group Master data details

YBVD

Vendors Domestic RM Vendor Foreign RM Vendor Plant to Plant Vendor Assets Vendor Logistics

YBVF YBAC YBAS YBTR

Number Ranges From 100000 200000 300000 400000 500000

Number Ranges TO 199999 299999 399999 499999 599999

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Number Series 1 2 3 4 5

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600000

YBVN

Vendor Services Vendor Others Vendor One Time

YBVE

Vendor Employees

YBVS YBVO

6

800000

699999 799999 899999

900000

999999

9

1100000

1199999

11

1200000

1299999

12

700000

7 8

Vendor Local Trading YBDT

Vendor Foreign Trading

YBIT

2.3

SERVICE MASTER

Services that are procured on a regular basis can be created as a service master. In the service master service specifications will be maintained. A service master record contains the following principal information for the unique description of a service: -

Service number

-

Service category

-

Descriptive texts (short and long text)

-

Base unit of measure

-

Material group

-

Valuation class

Service masters can be referenced at the time of creation of the Purchase requisition and all the Purchasing documents. The service master record counts as part of the master data within External Services Management and serves as a source of data for you to draw upon when creating service specifications. This enables you to save time and reduces the frequency of errors, since you need only enter the complete service descriptions in the service master record once. The service master is used by all agencies in a Logistics System. The integration of all service data in a single database object eliminates redundant data storage. In the Logistics System, the data contained in the service master is required, for example, in Purchasing for ordering and in Invoice Verification for posting invoices. Service number is a number uniquely identifying a service master record, and thus a service. User can have internally (system) generated service number or can have his own externally entered number. User will be identifying service with maximum 18 digit alphanumeric code having description of 40 Characteristics. Service Part numbers are mandatory.

2.4

PURCHASE INFO RECORD

Definition: “Purchasing Info record provides the option of storing data about a vendor and material as the master data at purchasing organization and plant level.” Material and Vendor Master is pre-requisite for a purchasing info record.

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You can have more than one purchasing information record for a single material if it is being supplied by more suppliers, one for each supplier. Information maintained in purchasing information records is used as default data in documents such as purchase orders. Organizational Levels A purchasing information record can be maintained at following organizational levels: 

General Data: General Data includes Vendor data, order unit and administration data.



Purchasing Organization Data: Purchasing Organization data includes prices and conditions and purchase order texts.



Plant Data

The info record allows buyers to quickly determine: which materials have been previously offered or supplied by a specific vendor and which vendors have offered or supplied a specific material Info Record processing will be applicable for all material types and for all types of Vendors if commercial terms and source of supply is stable for a considerable period. Data for the Info record will be defaulted to Purchase Order including the Pricing conditions, Tax code, Unit of Order with conversion factor to SKU, Text etc. which can be edited if required in Purchase Order. Consul requires workflow on Purchasing Info Record. Separate spreadsheet will be mailed.

2.5

Source List

A Source list specifies the allowed and disallowed sources of a material for a certain plant within a predefined period. Each source is defined by means of a source list. A Source list is also used to define a source as fixed for a period. In this case the system takes this source as a preferred source over that period. It is also used to define a vendor/source as blocked over a period of time; it can also be used as an aid in an optimized purchase. Source list will be used to maintain the preferred vendor list. If a contract exists it will be maintained in the Source list. Currently in some of the plants preferred vendors exist for supplying certain parts, these will be maintained in the source list in SAP so MRP can automatically determine the source of supply. Source List is not required at present.

3.0

Material Valuation

Material Valuation is part of Materials Management (MM). This includes the following application areas: •

Purchasing

•

Inventory Management

•

Invoice Verification

Material Valuation determines or records the stock value of a material. The stock value is calculated using the formula:

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Stock value = stock quantity x material price Thus, if the stock quantity or the material price changes, the stock value changes.

Material Valuation Area Organizational level at which material valuation is carried out. You can define a valuation area asfollows:  Valuation area = company code All stocks of a particular material in this company code are valuated together.  Valuation area = plant The stocks of a particular material in this individual plant are valuated together. Stocks inother plants are not included in this valuation area. SAP recommends Plant as valuation area.

SAP offers two methods of inventory valuation and product costing: standard cost and (weighted) moving average. The method to be used is identified on the material master level, thus different materials can use different methods within a plant. Although SAP does not restrict this choice, moving average is typically used only on purchased materials.

Integration Material Valuation represents a link between Materials Management (MM) and Financial Accounting (FI), since it updates the G/L accounts in Financial Accounting.

4.0

Business Processes

4.1

Process- Purchase Requisition

4.1.1 General Explanations (AS – IS) A purchase requisition is a request or instruction to the purchasing department to procure a certain quantity of a material or a service so that it is available at a certain point in time. An item of a requisition contains the quantity and delivery date of the material to be supplied or the quantity of the service to be performed. It is an internal document. It is not used outside the enterprise.

4.1.2 Solution in SAP (TO BE) Purchase Requisition is created with the required information. For, any requisition of Material, material has to be defined in Material Master with appropriate information.

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PR’s are subjected to release. PR’s can be released collectively or individually. Using the Release Procedure, approval can be set up for purchase requisitions. Release procedure will be used for the approval of the purchase requisitions for overall release. Depending on purchase requisition types, fields can be controlled. Amendments/Changes can be made for purchase requisitions. Purchase Requisition type “NB” will be for purchase requisitions generated by MRP and there won’t be any release strategy on it. For other types of requisitions there will be release procedure department wise for services.

PR release strategy work flow to be given. PR is mandatory. No release strategy for Service PR only

Formatted: Font: Not Italic Formatted: Font: Not Italic

4.1.3 Business Model:

4.2

Process- Request for Quotation

A request for quotation (RFQ) is an invitation extended to a vendor by a purchasing organization to submit a quotation (bid) for the supply of materials or performance of services.

4.2.1 General Explanations (AS – IS) Request for Quotation (RFQ) are prepared and send to the suppliers through email at consul. Vendor rates are evaluated compared to select vendor.

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4.2.2 Solution in SAP (TO BE) A Request for Quotation (RFQ) consists of the RFQ header and the items.RFQ header contains general information of the RFQ, such as the vendor’s address. Items contain the total quantities and delivery dates for the materials or services specified in the RFQ. RFQ contains collective no, material, quantity, requirement date and also specification of materials. Purchase request is the requirement document created manually or through the MRP run. Purchase request is further processed to create Purchase order document.

4.2.3 Business Model:

4.3

Process-Maintain Quotation& Price Comparison

A quotation is an offer by a vendor to a purchasing organization regarding the supply of materials or performance of services subject to specified conditions. A quotation is legally binding on the vendor for a certain period.

4.3.1 General Explanations (AS – IS) The quotation is the vendor’s response to a request for quotation issued by a purchasing organization. A quotation consists of items in which the total quantity and delivery date of an offered material or service is specified. Comparative statement is made based on the quotations received. In CONSUL, comparison statement is made manually.

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4.3.2 Solution in SAP (TO BE) Quotation is the reply from vendor for our enquiry regarding the price and quantity and supply schedule confirmation.When the quote is received from the vendor, with reference to the request for quotation, quotes can be maintained. Price Comparison is used to analyze the Bids submitted in response to a specific bid invitation. The comparison list ranks the quotations by item from lowest to highest.If quotation is submitted in foreign currency it can be converted to local currency. The decision to select a vendor or a reject a vendor can be based on the price comparison list generated by the system and by checking the vendors technical competency (specifications, delivery terms), which will be done outside the system. If vendors are negotiated, the same can be maintained with valid effective period & revised comparison can be done against the same quotations.

4.3.3 BUSINESS MODEL :

4.4

Process-Purchase Order

A purchase order is a formal request or instruction from a purchasing organization to a vendor or a plant to supply or provide a certain quantity of goods or services at or by a certain point in time.

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4.4.1 General Explanations (AS – IS) A purchase order is an official and binding document issued to a vendor authorizing the expenditure of funds for goods and services. A purchase order sets forth the descriptions, quantities, prices, discounts, payment terms, date of performance or shipment, other associated terms and conditions, and identifies a specific seller.

4.4.2 Solution in SAP (TO BE) A purchase order (PO) consists of a document header and a number of items.Purchase order will be created by adopting items from an existing requisition, RFQ, or contract. The purchase order is created in the SAP System. Purchase orders will be on defined on type of procurement. Subcontracting PO, Scheduling agreements, Service PO and contracts can be created for a timeline to fix the quantity and price from the vendor.Using the Release procedure, approvals can be set for POs or other purchasing documents. For R&D division @ Pune production unit there will be separate document type for procurement as ZR&D. Similarly all procurement @ DFL will be done on document type ZDFL and it will have separate storage locations. Release Strategy Workflow to be given

4.4.3 Business Model:

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Asset Procurement:-

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4.5

Inbound Entry / Gate Entry

This is an activity at the factory gate to confirm the receipt of the material and is treated as a gate entry.

4.5.1 General Explanation (As-IS) Consul is currently maintaining the manual gate entry in registers at gate and the information of the quantity material and the supplier is captured at the gate.

4.5.2 Solution in SAP (TO BE) Inbound entry is a standard functionality of SAP and the GR will happen with reference to Inbound delivery No. which captures the information of material received.

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4.5.3 Business Model:

4.6

Process- Goods Receipts

A goods receipt (GR) is a goods movement with which the receipt of goods from a vendor or from production is posted. A goods receipt leads to an increase in Warehouse stock.

4.6.1 General Explanations (AS – IS) A goods receipt (GR) is a goods movement with which the receipt of goods from a vendor or from production is posted. A goods receipt leads to an increase in Warehouse stock. Goods Receipt Note is a document used to record the inward entry of the any goods received at the premises of the organization. The document normally consists of the details of Quantity Received, Quantity Rejected and Quantity Accepted, Supplier Name & P.O. No. The practice of preparing Goods Receipt is important as it promotes proper inventory control and restricts the unwanted, unauthorized entry of goods in the organization. Vendor returns and Customer returns all will be treated as Goods receipt in SAP. Client needs GR to happen with the reference of gate entry no. for all the procurements from the vendors.

4.6.2 Solution in SAP (TO BE) Goods receipts for Purchase Orders, goods receipts for production orders, subsequent adjustment of subcontract orders, initial entry of stock balances in to SAP, vendor returns and customer returns all will be treated as Goods receipt in SAP. During the material movement, material document is generated for all movements. Relevant accounting and controlling documents are also created for relevant movement types. There are materials, which are accepted in to your stores subject to Quality testing. The testing and acceptance will be done through QM module. Goods receipts for the stores can be posted to different stock types:

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-

To GR blocked stock

-

Quality Stock

-

To Unrestricted stock

Inventory management is part of the MM module and is fully integrated in the entire logistics system. Materials are procured from external or internal sources on the basis of the requirements determined by Material Planning. The deliveries are entered in inventory management as a goods receipt. The materials are stored and managed under inventory management, until it is delivered to customers or is used for internal purposes (production). Goods Receipt will happen with reference to Inbound delivery no. for the procurements from vendor. Supplier Batch Number & Serial Numbers (like Batteries) has to be activated for high value items

4.6.3 Business Model:

4.7

Process- Goods Issue

A goods issue (GI) is a goods movement with which a material withdrawal or material issue, a material consumption, or a shipment of goods to a customer is posted. A goods issue leads to a reduction in Warehouse stock.

4.7.1 General Explanations (AS – IS) Goods receipt is the process of receiving materials in to the storage location.A goods issue is a goods movement that is used to post the internal use of material, the issuing of material and the shipment of goods to a customer. A goods issue results in a decrease of stock in the warehouse.

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-

Issues to a cost center or project

-

Material staging for production

-

Delivery of goods to customers

4.7.2 Solution in SAP (TO BE) Goods Issue posts a material withdrawal leading to reduction in stock. Goods Issue can be against a purchase order when the material is issued for stock transfer to another plant. Goods issue can also be for production, projects and consumption etc. The movement type enables the system to find predefined posting rules as to how the accounts of the financial accounting system (stock and consumption accounts) are to be posted and how the stock fields in the material master record are to be updated.The Inventory Management system supports the following types of goods issues: 1. Withdrawal of material for production orders 2. Scrapping and withdrawal of material for sampling 3. Return deliveries to vendors 4. Other types of internal staging of material 5. Deliveries to vendors without the involvement of the SD Shipping component

4.7.3 Business Model:

4.8

Process- Goods Returns (Vendor Return)

The goods return is used to return delivered goods back to the vendor. For example, you may return goods if the delivered goods are faulty. When you create a goods return, the goods are issued from the warehouse and the quantities are reduced.

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4.8.1 General Explanations (AS – IS) This process is used for returning material to vendor, which is received on purchase order due to quality or quantity objections. Rejection of material will be decided through quality check.Rejected material is stored as “Vendor Return” in the receipt store and then sent back to vendor.

4.8.2 Solution in SAP (TO BE) If you want to return delivered goods to the vendor for some reason (for example, due to poor quality or because they are damaged), you can use this function to return the goods, even if you have already posted the goods receipt. Posting a Return Delivery with Reference to the Material Document (Movement Type 122). Posting a Return Delivery with Reference to the Purchase Order (along with excise invoice). Posting a New Goods Receipt with Reference to a Return Delivery

4.8.3 Business Model:

4.9

Process-Stock Transfer

Plant to Plant transfer between Production plant and other plants will be carried out with Stock Transfer Process. A Stock transfer order will be created in Materials management by receiving plant for the supply of materials.

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4.9.1 General Explanations (AS – IS) Stock transfers can occur at three different levels: -

Stock transfer from Plant to branches.

-

Stock transfer from plant to plant

-

Stock transfer from storage location to storage location (in the plant).

-

Intercompany stock transfer.

4.9.2 Solution in SAP (TO BE) There are three different procedures for carrying out a stock transfer: -

Stock transfer via stock transfer posting with invoicing and billing with excise.

-

Stock transfer using a stock transport order interplant ( with excise transfer no billing)

You can post a stock transfer from storage location to storage location or from plant to plant.

We can monitor the stocks in transit. After the goods issue is posted at the issuing point, the stock appears "in stock transfer" at the receiving point and is managed as such in the system. Plant to plant Stock Transfer: Stock transport order is used to do stock transfer between two plants within the same company code. It involves physical transfer of goods between two locations with delivery but without any billing along with excise invoice. Cross-Company Stock Transfer: Stock Transport order can also be used to do stock transfer between two plants which belong to two different company codes. This involves physical transfer of goods between two locations with delivery and billing.

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4.9.3 Business Model:

4.10

Process- Physical Inventory

Physical inventory is a process of comparing, maintaining and nullifying the difference between the physical stock and the system stock. This component allows you to carry out a physical inventory of your company’s stocks for balance sheet purposes.

4.10.1 General Explanations (AS – IS) Physical Inventory management is a business process in which physical stock is matched with book (system) stock. Cosnsul has separate physical inventory treatment for A B & C class of material.

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4.10.2 Solution in SAP (TO BE) This component allows you to carry out a physical inventory of your company’s warehouse stocks for balance sheet purposesPhysical inventory takes place at storage location level. A separate physical inventory document is created for every storage location.Following two procedures are more commonly used in industry: 

Periodic Inventory (usually Annual Inventory count)



Cycle Counting

In Annual physical inventory, all materials are counted once in a year on a pre-determined date. On this date, all materials are blocked for any inventory movement till the physical inventory count is complete. This is more common for Plant / Storage locations which do not hold too much inventory. In cycle counting, all materials need not be treated the same way. It allows fast moving materials to be counted more frequently than slow moving materials or high value items to be counted more frequently than low value items. A cycle counting indicator is set in material master which determines for a given plant, how frequently the material has to be counted, as in, once a year, twice a year, thrice a year and so on.Regardless of the physical inventory procedure, the process of physical inventory can be divided into three phases: Physical inventory preparation, Inventory count recording and Posting inventory differences.

4.10.3 Business Model:

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4.11

Process-Vendor Evaluation

Vendor evaluation is the process of evaluating the vendors. It’s used for evaluating the vendor based upon the various criteria

4.11.1 General Explanations (AS – IS) Vendor Evaluation is used to evaluate Vendors based on different criteria. This evaluation may be useful in negotiations with the vendor. Vendor evaluation will enable to you choose the most appropriate vendor for a specific requirement and supports you in the continuous monitoring of existing supply relationships. Vendor evaluation is the process of evaluating the vendors on the basis of following main criteria: Price, Quality, Delivery and Service.

4.11.2 Solution in SAP (TO BE) The Vendor Evaluation component helps you select sources of supply and facilitates the continual monitoring of existing supply relationships. It provides you with accurate information on prices, and terms of payment and delivery. By evaluating vendors, you can improve your enterprise's competitiveness. Vendor evaluation is always evaluated for: •

purchasing organization

•

vendor

Each time an evaluation is processed, the vendor gets an overall score, which is determined from the scores of the Main Criteria with the application of a weighting key. At consul for vendor evaluation Delivery and Quality will be the parameter for vendor evaluation. In the SAP System, Vendor Evaluation is completely integrated into the MM Purchasing component within Materials Management. This means that information such as delivery dates, prices, and quantities can be taken from purchase orders. Vendor Evaluation also uses data from the Quality Management component, such as the results of incoming inspections or quality audits. Vendor Evaluation accesses basic Materials Management data, Inventory Management data (such as goods receipts), At consul vendor rating will happen on two parameters Quality (40%) and Delivery (60%).

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4.11.3 Business Model:

4.12

Vendor Down payment

In real time whenever there will be an advance given to a vendor against a PO, it is sanctioned by the accounts department and given by the cash department.

4.12.1 General Explanations (AS – IS) At times Vendor ask some Advance Payments against Purchase Orders. After Receiving the Down payment vendor will process the Purchase order. This can be Handled Thru Vendor Down Payment Process in SAP.

4.12.2 Solution in SAP (TO BE) The vendor down payment request will be created in the system with the reference to the purchasing document.

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4.12.3 Business Model:

4.13

Integration

4.13.1 SAP MM Module Integration The MM module is fully integrated with other modules of SAP R/3. The continuous exchange of information with other application areas in the R/3 System ensures a real time database. Fully integrated processing helps us to optimize Production Planning and Execution within the company.

4.13.2 Production-Planning It is integrated in the areas like Material requirement Planning, Receipts/issues against production orders, Availability check for stocks etc. Material requirement Planning is done based on Stocks, expected receipts, expected issues. It generates planned orders or purchase requisitions which can be converted to purchase orders/Contracts. Inventory Management is responsible for staging of the components required for production orders. The receipt of the finished products in the Warehouse is posted in Inventory Management.

4.13.3 Sales & Distribution It is integrated in the areas like Delivery, Availability Check, Stock transfers requirements etc. As soon as a sales order is created, we can initiate a dynamic availability check of stocks on hand. When the delivery is created, the quantity to be

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delivered is marked as "Scheduled for delivery". It is deducted from the total stock when the goods issue is posted. Purchase order can be directly converted to delivery for a stock transfer requirement.

4.13.4 Finance/Controlling It is integrated in the area like Material Valuation, Vendor payments, Material costing etc. Whenever any inventory posting are done, it updates the G/L accounts online in the background. Logistics invoice verification will create vendor liability in vendor account immediately on posting the document. Any advance given against the purchase order updates the Po history. For every inventory posting there is corresponding CO document to update profit center accounting reporting. Finish goods costing is link through MM & PP. Procurement of capital item cost can be directly booked against asset number.

4.13.5 Quality Management It is integrated with QM for Quality inspection at Goods Receipt, In process inspection etc. In the case of a goods movement, the system determines whether the material is subject to an inspection operation. If so, a corresponding activity is initiated for the movement in the Quality Management system. Based on quality parameters vendor evaluation is done.

5.0 KEY DATA STRUCTURE:PLANT & BRANCHES Sr. No.

Plant / Branch

Plant Code

1 2 3 4 5 6 7

Chennai 1 (Old Mahabalipuram) Chennai 2 Chennai National Service Centre Chennai Bonded WH 1 Chennai Bonded WH 2 Pune Prd Unit Pune Service centre Delhi Dealer Registration

1001 1002 1003 1004 1005 2001 2002

8 9 10 11 12 13 14 15

Indore Dealer Registration COCHIN Secunderabad Kolkatta Coimbatore Belgaum Mumbai

1101 1102 1103 1104 1105 1106 1107 1108

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16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32

Madurai Ahmedabad Vijayawada Ghaziabad Lucknow Chennai sales Office Bhiwandi Thane Vishakhapatnam Bangalore Jaipur Pune Excisable Pune

1109 1110 1111 1112 1113 1114 1115 1116 1117 1118 1119 1120

Raipur

1121

Patna

1122

Bengaluru Lucknow Bhopal

1123 1124 2101

MATERIAL MASTER MATERIAL TYPE: ORGANIZATIONAL LEVEL Materials with the same basic attributes are grouped together and assigned to a material type. This allows you to manage different materials in a uniform manner in accordance with your company’s requirements. Material Type Description ROH

Raw Material

HALB

Semifinished material

FERT

Finished product

ZCAP

Capital Items

VERP

Packaging Material

HIBE

Consumables

FHMI

Tools

ZSTR

Stationery

ZITM

IT Material / Other Materials

ZSRP

Scrap

ZCAP

Asset Material

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MATERIAL GROUP: BASIC DATA 1 Key that you, use to group together several materials or services with the same attributes, and to assign them to a particular material group. SL.NO

ITEM DESCRIPTION

A

RAW MATERIALS/CONSUMABLES 1 2 3 4 5

NEW ID

ALIMINIUM WINDING WIRES FANS CASTINGS BATTERIES BATTERY RACKS

ALW FAN CAS BAT BTR

6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32

PLASTIC PARTS BOBBINS BUCK BOOST TRANSFORMERS BUSBARS ELECTRONIC COMPONENTS-MISC CABINETS CABLES CAPACITORS CHANNELS/ANGLES CHOKES CIRCUIT BREAKERS CONNECTORS CONTACTORS COPPER WINDING WIRES CURRENT TRX/SENSORS DIODES HARDWARES HEATSINKS HYLAM ITEMS ICS IGBTS INSULATION TAPES/SHEETS LABELS/STICKERS LAMINATIONS LAMINOR PLATES LUGS/CRIMP PINS MANUALS

PLA BOB BBT BUS ECM CAB CBL CAP CHA CHK MCB CNN CON CUW CTS DIO HRD HTS HYS ICS IGB INS LAB LAM LMP LUG MAN

33 34 35 36

METAL PARTS MISCELLANEOUS PANEL METERS CABLE ASSEMBLIES

MET MIS METR CBA

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37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64

B

MOTORS OIL--FIRST FILL PACKING MATERIALS PCB ASSEMBLED PCB PLAIN RELAYS RESISTORS RUBBER PARTS SCR SMC ITEMS SLEEVES SOLAR PRODUCTS STATIC CONVERTER SHEETS SWITCHES TRANSFORMERS TRANSISTORS TERMINAL BLOCKS VARIAC VARIAC PARTS WIRING ACCESSORIES WIND TURBINE & COMPONENTS FERRITE CORES FUSE STABILIZER INVERTER DC DC CONVERTER ISOLATION TRANSFORMER

MOT OIL PAC PCA PCP RLY RES RUB SCR SMC SLE SOP STC SHT SWT TRX TRN TER VAR VAP WAC WIN FER FUS STB NVI DDC TRI

SFG STATIC FREQUENCY CONVERTER SERVO VOLTAGE STABILIZER VARIAC ASSEMBLY TRANSFORMER FEED BACK ASSEMBLY POWER MODULE ASSEMBLY BUCK BOOST TRANSFORMER ASSEMBLY UIT ASSEMBLY

C

SFC SVS VAR TRX FED POM BBT UIT

TOOLS , IT PARTS AND FIXED ASSETS 1 TOOLS 2 ITPARTS 3 FIXED ASSETS/CAPITAL GOODS

TOL ITP FEA

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D

FINISHED GOODS 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43

UPS 1/1 UPS 1/1T UPS 3/1 UPS 3/1T UPS 3/3 UPS 3/3T UPS 1/1 FREQUENCY CONVERTER UPS 3/3 FREQUENCY CONVERTER UPS 1/1 ATM SURE SERVO CONTROLLED VOLTAGE STABILIZER 1/1 SERVO CONTROLLED VOLTAGE STABILIZER 1/1T SERVO CONTROLLED VOLTAGE STABILIZER 3/1 SERVO CONTROLLED VOLTAGE STABILIZER 3/1T SERVO CONTROLLED VOLTAGE STABILIZER 3/3 SERVO CONTROLLED VOLTAGE STABILIZER 3/3T SERVO CONTROLLED VOLTAGE STABILIZER 3/1U SERVO CONTROLLED VOLTAGE STABILIZER 3/3U VOLTAGE REGULATION TRANSFORMER 1/1 VOLTAGE REGULATION TRANSFORMER 1/1T VOLTAGE REGULATION TRANSFORMER 3/1 VOLTAGE REGULATION TRANSFORMER 3/1T VOLTAGE REGULATION TRANSFORMER 3/3 VOLTAGE REGULATION TRANSFORMER 3/3T VOLTAGE REGULATION TRANSFORMER 3/1U VOLTAGE REGULATION TRANSFORMER 3/3U INVERTER 1/1 INVERTER 3/3 INVERTER ELOS INVERTER ERD SOLAR MPPT SOLAR INVERTER 1P SOLAR INVERTER 3P SOLAR UPS 1P SOLAR UPS 3P SOLAR PCU 1P SOLAR PCU 3P SOLAR POWER GENERATING SYSTEM AMF CONTROLLER IPEM 1P IPEM 2P IPEM 3P ENERGY SAVER/CONSERVER 1P ENERGY SAVER/CONSERVER 3P

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ML11X ML11T ML31X ML31T ML33X ML33T ML11F ML33F ML11A VS11X VS11T VS31X VS31T VS33X VS33T VS31U VS33U VR11X VR11T VR31X VR31T VR33X VR33T VR31U VR33U IN11X IN33X IN3EL IN3ER SOMPT SOIN1 SOIN3 SOUP1 SOUP3 SOPC1 SOPC3 SOPGS AMFC IPEM1 IPEM2 IPEM3 ENS1P ENS3P

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PURCHASING GROUP: PURCHASING DATA Key for a buyer or a group of buyers, who is/are responsible for certain purchasing activities.

Sr.

Code Description

Remark

01

100

Purchasing Chennai

02

101

Pur GRP IT SRV

102

PUR GRP FI SRV

03

200

Purchasing Pune

04

201

Purchasing Grp IT SERV

202

Purchasing Grp FI SERV

Group

Group

–

–

MATERIAL VALUATION CLASS: ACCOUNTING DATA 1 Default value for the valuation class for valuated stocks of this material, Allows the stock values of materials of the same material type to be posted to different G/L accounts.

Material Type Description ROH Raw Material

Valuation Class 4011 4021 Semi finished 3011 3012 Finished Goods 2011 Consumables / Operating Supplies 7011 Tools 5111 Packaging 4091 Capital 7925 Stationary Material 6111 IT Material 8111 Scrap 2811 Service Material Trading Goods

HALB FERT HIBE FHMI VERP ZCAP ZSTA ZITM SCRP ZSRV HAWA

Description For Domestic ROH For Imported ROH Internal Production External Production

PURCHASING DOCUMENT REQUEST FOR QUOTATION A request for quotation (RFQ) is an invitation extended to a vendor by a purchasing organization to submit a quotation (bid) for the supply of materials or performance of services. Code

Description

Remark

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AN

Quotation object

RFQ NUMBER RANGE Sr.

Type

From

To

01

AN(CONSUL)

1100000000

1199999999

02

ZMT(MEGA)

2100000000

2199999999

03

ZDFL(DUTY FREE)

3100000000

3199999999

04

ZR&D (RESEARCH)

3200000000

3299999999

PURCHASE ORDER TYPE Formal request or instruction from a purchasing organization to a vendor or a plant to supply or provide a certain quantity of goods or services at or by a certain point in time. Sr.

Code

Description

01

NB

Standard PO (Domestic)

02

ZSR

Service Purchase Order

Remark

PURCHASE ORDER: NUMBER RANGE Purchase Order New Doc. Type NB ZSR

Description Standard PO Service PO

From TO 4000000000 4099999999 4200000000 4299999999

PURCHASE ORDER RELEASE PROCEDURE You use this component if you wish to set up approval procedures for purchase requisitions or other purchasing documents. Under such a procedure, if a purchase requisition or external purchasing document fulfills certain conditions, it has to be approved before it can be processed further. This process of approving is replicated in the SAP System by the "release procedure". Consul management will provide.

EXCISE GROUP A unit within an excise registration, in India, which keeps its own set of excise records. Whereas the excise registration reports to the excise authorities, the excise group is a purely internal organizational unit. Each excise group keeps records of all transactions that have to be reported to the excise authorities. When the time comes to present these records to the authorities, the excise registration compiles the information from all of its excise groups.

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Sr.No

Excise Group Number

Description

1

01

Chennai Unit-1

2

02

Chennai Unit-2

3

20

Pune Unit-1

4

11

Delhi Branch

5

12

Indore Branch

6 7

VENDOR EVALUATION The system evaluate the vendor by computing a points score for the vendor based on the weightings given to the criteria

Sr. 1

Criteria

Weightage

On time Delivery

2

Quality

60 40

VENDOR ACCOUNT GROUP The account group determines, for example, that only those screens and fields of the vendor master record that are needed for the relevant role of your business partner are displayed and ready to accept user input. The account group determines:  

The type of number assignment and the number range from which the account number used by the system to identify the vendor is assigned. Whether or not a one-time vendor is involved

Account Group Name YBVD YBVF YBAC YBAS YBTR YBVS YBVO YBVN YBVE

Account Group Master Number data details Number Ranges From Number Ranges TO Series Vendors Domestic RM 100000 199999 1 Vendor Foreign RM 200000 299999 2 Vendor Plant to Plant 300000 399999 3 Vendor Assets 400000 499999 4 Vendor Logistics 500000 599999 5 Vendor Services 600000 699999 6 Vendor Others 700000 799999 7 Vendor One Time 800000 899999 8 Vendor 900000 999999 9

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YBDT YBIT

Employees Vendor Dom Trading Vendor Imp Trading

1100000

1199999

11

1200000

1299999

11

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7.0GAP ANALYSIS Gap Analysis No. 1 Process Name Transaction Code As Is To-be Gap Analysis

Remarks Action to be taken

Status

Workflow on Purchasing Info Record ME11

Info record is a relationship of plant vendor material and tax code SAP Standard – No ; Workaround – No ;

Client needs a release strategy on info record Consul needs info record to be released by 2 3 authorised people before price starts flowing on the purchase order Will follow up with workflow consultant however advised client to handle it throughT code authorisation Wish list To be incorporated

Gap Analysis No. 2 Process Name

Purchase Requisition for RM,PM,Spare Parts

Transaction Code As Is

ME51N

To-be Gap Analysis

SAP Standard – Yes ; Workaround – No ;

Purchase Requisition (PR) is prepared by stores person and sent to Purchase Dept. to procure materials/services

Remarks

Not Applicable- standard practice in SAP. Purchase requisition for production order will be created automatically by the system from MRP run and other requisitions can be created manually for requirements.

Action to be taken

Standard SAP best practice to be followed.

Status

To be Incorporated

Gap Analysis No. 3 Process Name

Request for Quotation for RM,PM,Spare Parts

Transaction Code As Is

ME41

To-be Gap Analysis

SAP Standard – Yes ; Workaround – No ;

A request for quotation (RFQ) is an invitation extended to a vendor by a purchasing organization to submit a quotation (bid) for the supply of materials or performance of services. Process improvement

Remarks Action to be taken

Standard SAP best practice to be followed.

Status

To be Incorporated

Gap Analysis No. 4

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Process Name

Quotation evaluation

Transaction Code As Is

ME47

To-be Gap Analysis

SAP Standard – Yes ; Workaround – No ;

Quotation is a response from the vendor for a particular RFQ which contains Prices & Conditions at which the vendor will supply/perform Goods/Services. Process improvement

Remarks Action to be taken

Standard SAP best practice to be followed.

Status

To be Incorporated

Gap Analysis No. 5 Process Name

Price Comparison- Quotation

Transaction Code As Is

ME49

To-be Gap Analysis

SAP Standard – Yes ; Workaround – No ;

Compare the prices from all quotations received as a result of a competitive bidding process using the price comparison list . The comparison list ranks the quotations by item from lowest to highest price. Process improvement

Remarks Action to be taken

Standard SAP best practice to be followed.

Status

To be Incorporated

Gap Analysis No. 6 Process Name

Purchase Order for RM,PM, Spare parts (Domestic)

Transaction Code As Is

ME21N / ME31L / ME31K

To-be Gap Analysis

SAP Standard – Yes ; Workaround – No ;

Purchase Orders are created to procure the materials/services

Remarks

Process improvement Consul requires PR to be mandatory for Po creation and Tax code and price will come from Info Record and will be in display mode in PO (ME21N) screen.

Action to be taken

Standard SAP best practice to be followed.

Status

To be Incorporated

Gap Analysis No. 7 Process Name

Purchase Order for Import Process (procurement at Bonded WH)

Transaction Code As Is

ME21N / ME31L / ME31K

Purchase Orders are created to procure the materials from outside India

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To-be Gap Analysis

Remarks

SAP Standard – NO ; Workaround – YES ;

Process improvement The material will be procured @ vendor managed Bonded ware house and will be custom cleared as and when required and material will be transferred to production units from BWH on STO on second bill of entry.

Action to be taken

Standard SAP best practice to be followed.

Status

To be incorporated along with development.

Gap Analysis No. 8 Process Name

Purchase Order for Services

Transaction Code As Is

ME21N / ME31L / ME31K

To-be Gap Analysis

SAP Standard – YES ; Workaround – NO ;

Purchase Orders are created to procure services

Remarks

Process improvement Services can be procured cost centre specific with deptt wise release procedure.

Action to be taken

Standard SAP best practice to be followed.

Status

To be incorporated

Gap Analysis No. 9 Process Name

Purchase Order for Capital Equipment process

Transaction Code As Is

ME21N / ME31L / ME31K

To-be Gap Analysis

SAP Standard – YES ; Workaround – NO ;

Purchase Orders are created to procure Assets

Remarks

Process improvement Budget availability should be checked while creating PO for capital items

Action to be taken

Standard SAP best practice to be followed.

Status

To be incorporated

Gap Analysis No. 10 Process Name

Purchase Order for Contracts

Transaction Code As Is

ME31K

To-be Gap Analysis

SAP Standard – YES ; Workaround – NO ;

Remarks

Contracts are created for longer term agreements Process improvement PO will be created w.r.t Contracts.

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Action to be taken

Standard SAP best practice to be followed.

Status

To be incorporated

Gap Analysis No. 11 Process Name

Purchase Order for Scheduling Agreements

Transaction Code As Is

ME31L

To-be Gap Analysis

SAP Standard – YES ; Workaround – NO ;

Scheduling Agreements are created for longer term agreements and delivery of material is done based on the schedule

Remarks

Process improvement Schedule delivery Lines are generated for material procurement w.r.t scheduling agreement

Action to be taken

Standard SAP best practice to be followed.

Status

To be incorporated

Gap Analysis No. 12 Process Name

Purchase Order for Subcontracting

Transaction Code As Is

ME21N

To-be Gap Analysis

SAP Standard – YES ; Workaround – NO ;

Subcontracting PO is created for Job Work Process

Remarks

Process improvement Challan 57FC (57F4) creation, monitoring and closure w.r.t PO and GR

Action to be taken

Standard SAP best practice to be followed.

Status

To be incorporated

Gap Analysis No. 13 Process Name

Purchase Order for Stock transfer

Transaction Code As Is

ME21N

To-be Gap Analysis

SAP Standard – YES ; Workaround – NO ;

Purchase Order is created to transfer the stock from one plant to other plant and to other company

Remarks

Process improvement Client wants to Stock transfer material with billing and delivery in integration with Sales

Action to be taken

Standard SAP best practice to be followed.

Status

To be incorporated

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Gap Analysis No. 14 Process Name

Vendor Evaluation

Transaction Code As Is

ME61

To-be Gap Analysis

SAP Standard – YES ; Workaround – NO ;

Vendor Evaluation is used to evaluate Vendors based on different criteria. This evaluation may be useful in negotiations with the vendor. Vendor evaluation will enable to you choose the most appropriate vendor for a specific requirement and supports you in the continuous monitoring of existing supply relationships. Process improvement

Remarks Action to be taken

Standard SAP best practice to be followed.

Status

To be incorporated

Gap Analysis No. 15 Process Name

Gate Entry / Inbound Process

Transaction Code As Is

VL31N

To-be Gap Analysis

SAP Standard – YES ; Workaround – NO ;

Client is maintaining gate entry manually.

Remarks

Process improvement Gate entry should be captured before GRN process

Action to be taken

Standard SAP best practice to be followed.

Status

To be incorporated

Gap Analysis No. 16 Process Name

Goods Receipt w.r.t Inbound entry

Transaction Code As Is

MIGO

To-be Gap Analysis

SAP Standard – YES ; Workaround – NO ;

Remarks

A goods receipt is the physical inbound movement of goods or materials into the warehouse. It is a goods movement that is used to post goods received from external vendors or from inplant production. All goods receipts result in an increase of stock in the warehouse. Goods receipts are done with respect to Raw/Packing /Spare part Materials Process improvement GR will be done w.r.t to inbound delivery No. which will be treated as gate entry and in case of STO material will be taken as inward through outbound delivery no. In case of batteries serial nos. will be maintained at the time of GR. Along with the shelf life for the calculation of warranty on the system. Client needs Barcode to be incorporated at the

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time of GRN of material to capture batch No. and Serial Nos. Action to be taken

Standard SAP best practice to be followed.

Status

To be incorporated / Upload program required to update serial nos on GR screen from excel sheet.

Gap Analysis No. 17 Process Name

Goods Issue

Transaction Code As Is

MB1A / MIGO

To-be Gap Analysis

SAP Standard – YES ; Workaround – NO ;

Goods Issue is the physical issue of goods or materials from the warehouse. Goods issue posting results in a decrease in stock in the warehouse. Goods Issues are done with respect to Raw/Packing /Spare part Materials

Remarks

Process improvement Goods Issue to WIP location for production purpose.

Action to be taken

Standard SAP best practice to be followed.

Status

To be incorporated

Gap Analysis No. 18 Process Name

Transfer Posting

Transaction Code As Is

MB1B / MIGO

To-be Gap Analysis

SAP Standard – YES ; Workaround – NO ;

Stock transfers can occur at three different levels: 1.Stock transfer from company code to company code with PO 2.Stock transfer from plant to plant with STO PO 3.From storage location to storage location (in the plant)

Remarks

Process improvement Material will be stock transferred through Delivery and billing.

Action to be taken

Standard SAP best practice to be followed.

Status

To be incorporated

Gap Analysis No. 19 Process Name

Goods Returns To Vendors

Transaction Code

ME21N

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As Is

The goods return is used to return delivered goods back to the vendor. For example, you may return goods if the delivered goods are faulty.

To-be Gap Analysis

SAP Standard – YES ; Workaround – NO ;

Remarks

Process improvement Material will be returned to vendor through return PO along with Excise. For returning non Excisable material finance will create financial invoice to handle VAT.

Action to be taken

Standard SAP best practice to be followed.

Status

To be incorporated

Gap Analysis No. 20 Process Name

Physical Inventory Management

Transaction Code As Is

Mi01 / Mi04 / Mi07

To-be Gap Analysis

SAP Standard – YES ; Workaround – NO ;

Physical Inventory management is a business process in which physical stock is matched with book (system) stock. Physical Inventory component allows you to carry out a physical inventory of your company’s warehouse stocks for balance sheet purposes. Process improvement

Remarks Action to be taken

Standard SAP best practice to be followed.

Status

To be incorporated

Gap Analysis No. 21 Process Name

Material Valuation

Transaction Code As Is

Material valuation at plant level / Company code level

To-be Gap Analysis

SAP Standard – YES ; Workaround – NO ;

Remarks

Process improvement Materials valuation should be based on FIFO basis of Material procurement.

Action to be taken

Standard SAP best practice to be followed.

Status

To be incorporated

Gap Analysis No. 22 Process Name

Inventory Level

Transaction Code As Is

MM01

To-be Gap Analysis

SAP Standard – YES ; Workaround – NO ;

Inventory levels are maintained on materials depending on the consumption based planning. Process improvement

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Remarks

Client wants to maintain the inventory levels on the material group not on material codes. Advised will check and revert back however advised to maintain inventory on material codes which is standard practice in SAP.

Action to be taken

Standard SAP best practice to be followed.

Status

Wish LIST

Gap Analysis No. 23 Process Name

FORM JJ

Transaction Code As Is

Development

To-be Gap Analysis

SAP Standard – NO ; Workaround – YES ;

Remarks

Action to be taken

Status

Client is sending material for Vendor return along with form JJ for VAT Process improvement Advised client to handle VAT through financial postings as JJ form is not an statuary requirement. Advised client to handle VAT through financial postings as JJ form is not an statuary requirement Standard SAP best practice to be followed. ABAP DEVELOPMENT / Wish list.

Gap Analysis No. 24 Process Name

Gate Entry Report

Transaction Code As Is

ABAP Development

To-be Gap Analysis

SAP Standard – NO ; Workaround – YES ;

Client needs report for Gate entry w.r.t PO

Remarks

Process improvement Clients needs report on Inbound Delivery w.r.t PO with vendor details along with Po quantity. Lorry details Etc.

Action to be taken

Need to Discuss with ABAPER.

Status

ABAP DEVELOPMENT / Wish list.

Gap Analysis No. 25 Process Name

Document No. Ranges for PO and GRN

Transaction Code As Is

ABAP Development

To-be Gap Analysis

SAP Standard – NO ; Workaround – YES ;

Remarks

Client need separate Plant wise PO no. range and Plant wise GRN No. range Series. Process improvement Not possible in standard SAP will be a development with ABAPER to give plant wise No. range for PO. Client asking for Plant wise, company code, Purchasing document type documenttype

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document no. range series for PO, GR. Advised Po no. range for DFL and R&D can be handled through document type however No. range for GR is at client level and will be commonly shared by Consul and Megatech. Action to be taken

Need to Discuss with ABAPER.

Status

ABAP DEVELOPMENT / Wish list.

GRN should be plant specific number ranges

Declaration The core team and the process owners gone through this business blue print documentation and understood the contents and agreed upon the same.

Role

Name

Signature

Core Team Member

Mr. Jaishankar

Process Owner

Mr. Ganesh Kini

Process Owner

Mr. Rashik Kataria

GM - Finance

Mr. Vishwanathan V

Project Manager-CONSUL

Mr. Vijaya Krishna KS

CFO

Mr. Yogeshwaran N

CEO

Mr. Sriram Ramakrishnan

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