Mandhana SD BBP-mumbai2

Mandhana Industries Ltd.
Business Blue Print document

For
SALES AND DISTRIBUTION
Author Ms. Niti Jh
Reviewer Mr. Sudee! Mundd
Approver
Mr. Sudeep Mundada
Release Date "#$Oct$%%
Table of Contents
AN INTRODUCTION TO MANDHANA INDUSTRIES LIMITED
A. ORGANIZATIONAL UNITS.................................................................................................... 5
1. SALES & DISTRIBUTION.................................................................................................... 5
1.1. SALES AREA.......................................................................................................... 20
1.2. SALES ORGANIZATION:............................................................................................. 22
1.3. SALES OFFICE....................................................................................................... 23
1.4. SALES GROUP........................................................................................................ 24
1.5. DISTRIBUTION CHANNELS......................................................................................... 25
1.6. DIVISIONS............................................................................................................. 26
1.7. PLANTS................................................................................................................ 26
2. INVENTORY MANAGEMENT.................................................................................................. 27
2.1 STORAGE LOCATION.................................................................................................. 27
2.2 SHIPPING POINTS...................................................................................................... 28
B. MASTER DATA..................................................................................................................... 29
GENERAL MASTER RECORD................................................................................................. 29
1.1 CUSTOMER MASTER RECORDS........................................................................................ 29
1.2 CUSTOMER ACCOUNT ASSIGNMENT GROUP.......................................................................32
2. SALES & DISTRIBUTION..................................................................................................... 34
2.1 PRICE CONDITIONS...................................................................................................... 34
2.2 PRICING PROCEDURES.................................................................................................. 35
C. BUSINESS PROCESSES...................................................................................................... 40
1. SALES AND DISTRIBUTION............................................................................................... 40
1.1CUSTOMER INQUIRY PROCESSING..................................................................................... 40
1.2 CUSTOMER QUOTATION PROCESSING................................................................................41
1.3. SALES ORDER PROCESSING......................................................................................... 42
1.4 CREDIT CONTROL..................................................................................................... 48
1.5. SHIPPING................................................................................................................. 49
1.6. BILLING.................................................................................................................. 55
1.7. BILLING CANCELLATION............................................................................................. 60
1.8. EXCISE................................................................................................................... 61
1.9. PROCESS OVERVIEW TABLE FOR SALES & DISTRIBUTIONS..................................................62
REPORTING....................................................................................................................... 66

Business Blueprint Document
Sales & Distribution (umbai!
Sales & Distribution Team
Organization
Hierarchy Designation Acceptance/Signature
Mrs. Varsha
Raghuraman
V.P. (Garment Export
Dn.)
P. Tyagi
Mr. Jagdish
Pamwani,

NovelERP
Team

Niti Jha SD Consultant
Sudeep M.
SD Lead & Project
Coordinator
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<For Internal Use Only>
Softcopy: SD MIL BBP
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Mandhana Industries Ltd.
ShAPe IT Project
Introduction
Mandhana is a multi-divisional Textile Company spread over multiple geographical
locations. MIL engages in Manufacturing of textiles and garments with state-of-the-art
infrastructure. The scope of Mandhanas business includes designing, yarn dyeing,
weaving, processing, printing and garment manufacturing. Planned infrastructural
developments have helped MIL integrate vertically and establish a niche player in the
Indian Textile. The SAP R/3 SD & AFS module will encompass all the activities in
Sales & Distribution and the integration activities with Production, Quality, Finance
and Purchase.
Document Change Control :
Rele
ase
Description
Create
d by
Date
Reviewed
by
Date
Sec
tio
n
Description
1.0
Sales &
Distribution
Niti Jha
13th
Oct, 11
Sudeep
Mundada
14th
Oct, 11
2.0
Sales &
Distribution
Niti Jha
8th Nov,
11
Sudeep
Mundada
8th
Nov, 11
2.1
Concept Of Z
Screen is added.
2.0
Sales &
Distribution
Niti Jha
9th Nov,
11
Sudeep
Mundada
10th
Nov, 11
C-
1.8
Process Overview
Table & Reports
are added.
3.0
Sales &
Distribution
Niti Jha
17th
Dev, 11
Sudeep
Mundada
17th
Dec, 11
B-
2.2
Overhead
condition type
removed from
Pricing Procedure
3.0
Sales &
Distribution
Niti Jha
17th
Dev, 11
Sudeep
Mundada
17th
Dec, 11
A-
1.4
Merchandisers
name removed
from Sales Group.
Replaced by Group
A, B etc.
4.0 Sales &
Distribution
Niti Jha 27th
Jan, 12
Sudeep
Mundada
27th
Jan, 12
Added Stock Sale
(Fresh & Surplus)
in Sales doc. Type
Chart.
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5.0 Sales &
Distribution
Niti Jha 23rd
Feb, 12
Sudeep
Mundada
23rd
Feb, 12
Added Deemed
Exp dist.channel
& order type,
pricing. Changed
Nomenclature.
New account
group added.
A. Organizational Units
1.Sales & Distribution.
Sales Organization:
Sales Organization stands for a selling unit in the legal sense, being responsible
for product liability and other claims made by customers. Each sale business
transaction is processed within one sale organization, which has to be entered
by the user when starting the transaction.
AS IS:
A) Existing Sales Organization structure For Garments (Export) division
Sales
Organizati
on
Description
MPO Mandhana Industries Ltd. (Export Division)
Existing Sales Organization structure For Garments (Domestic) division
Sales
Organization
Description
MDD Mandhana Domestic Division
TO BE
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Proposed Sales Organization structure For Garments (Export &Domestic)
division
Sales Organization Description
1000
Mandhana Garments (Export & Domestic
Division)

AS IS:
B) Existing Sales Organization structure For Fabrics (Export/Domestic)
division
MIL Mandhana Industries Ltd.
TO BE
Proposed Sales Organization structure For Fabrics (Export/Domestic)
division
2000 Mandhana Textile

TO BE
C) In addition we are proposing Sales Organization structure for Retail
Segment also.
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Proposed Sales Organization structure For Retail division
3000 Mandhana Retail
Distribution Channel:
The distribution channel represents the channel through which salable
materials or services reach customers. Within a sales organization a customer
can be supplied through several distribution channels. In addition, the
material master data relevant for sales, such as prices, minimum order
quantity, minimum quantity to be delivered and delivering plant, can difer for
each sales organization and distribution channel.
AS IS
A) Existing Distributional Channel Structure for Garments (Export)
division
Sr. No. Distribution Channel
1. Export Sale
2. Stock Transfer
Existing Distributional Channel Structure for Garments (Domestic)
division
1. Domestic Sale
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TO BE
Proposed Distributional Channel Structure For Garments (Export &
Domestic) division
1. Domestic Sale (10)
2. Export sale (20)
3. Stock Transfer (30)
4. Domestic Agent (40)
5. Export Agent (50)
6. Stitching (60)
7. Deemed export (80)
AS IS
B) Existing Distributional Channel Structure For Fabrics
(Export/Domestic) division
1. Domestic Sale
2. Export Sale
TO BE
Proposed Structure for Fabric (Export & Domestic) division
1. Domestic Direct Sale (10)
2. Export Direct Sale (20)
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6. Processing (70)
TO BE
C) In addition we are proposing Distribution Channel for Retail
Segment also.Proposed structure For Retail division
1. Domestic Sale (10)
2. Export sale (20)
Division
The division is used to group materials, products and services of a
company from sales point of view.
AS IS
A) Existing Division Structure for Garments (Export) division
Sr. No. Division
1. Direct Sale
2. Agent Sale
3. Stock Transfer
4. Sampling
5. Stock Sale (Garment and Fabric)
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Existing Division Structure for Garments (Domestic) division
Sr. No. Division
1. Direct Sale
2. Agent Sale
3. Sampling
TO BE
Proposed Division Structure for Garments (Export & Domestic)
division
Sr. No. Division
1. 10 - Garment
2. 20 - Accessories
3. 30 - Fabric
4. 40 - Common
AS IS
B) Existing Division Structure for Fabrics (Export/Domestic) division
.
Sr. No. Division
1. Direct Sale
2. Agent Sale
TO BE
Proposed Division Structure for Fabric (Export & Domestic) division
Sr. No. Division
1. 50 - Yarn
2. 30 - Fabric
3. 40 - Common
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TO BE
C) In addition we are proposing Division for Retail Segment also.
Proposed Division structure For Retail division
Sr. No. Division
1. 10 - Garment
2. 20 - Accessories
3. 40 - Common

Sales ofce
Sales ofce is used to refect geographical aspects of a company. For each
sale transaction entered in the system it is responsible to capture the
responsible sales ofce. The sales ofce information can be used to carry
out reporting for the diferent branches and representative ofces of a
company.
AS IS
A) Existing Sales ofce Structure for Garments (Export) division
Sr. No. Sales Ofce
1. Parel, Mumbai
2. Peenya, Bangalore
Existing Sales ofce Structure for Garments (Domestic) division
Sr. No. Sales Ofce
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1. Parel, Mumbai
TO BE
Proposed Sales ofce Structure for Garments (Export & Domestic)
division. Any other changes for the same will be taken in the
realization phase.
Sr. No. Sales Ofce
1. Mumbai 1001
2. Chennai 1002
3. Delhi 1003
4. Bangalore 1004
AS IS
B) Existing Sales ofce Structure For Fabrics (Export/Domestic)
division
Sr. No. Sales Ofce
1. Parel, Mumbai
To BE
Proposed Sales ofce Structure For Fabric (Export & Domestic)
division
1. Mumbai 1001
2. Chennai 1002
3. Delhi 1003
4. Bangalore 1004
5. Tarapur 1005

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Sales Group
The staf of a sales ofce may be subdivided into sales groups.
AS IS
A) Existing Structure for Garments (Export) division
Sr. No. Sales Group
1. Export Sales
Existing Structure for Garments (Domestic) division
Sr. No. Sales Group
1. Domestic Sales
Existing Structure for Fabrics (Export/Domestic) division
Sr. No. Sales Group
1. Domestic Sales
2. Export Sales
TO BE
Proposed structure for Sales group for Garment (Domestic/Export)
Fabric (Export & Domestic)
We will create Sales Group based on individual senior Merchandisers
belonging to each group as specifed below.
Sales Group for Garment-Exports
Sr. No. Sales Group
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1. Group A 100
2.
Group B 101
3.
Group C 102
4.
Group D - 103
5.
Group E - 104
6.
Group F 105
7.
Group G 106
8.
Group H 107
9.
Group I 108
10.
Group J 109
11.
Group K - 110
Any other changes for the same will be taken into in the realization
phase.
Proposed structure for Sales group for Fabric (Export & Domestic) is
to be done also Person wise (like garments).
Plant:
In sales, plant refers to a physical organization unit from where goods
are/from delivered.
AS IS
A)Existing Plant Structure for Garments (Export) division
Sr. No. Plant Location
1. Mandhana Dyeing Tarapur
2. Mandhana Dyeing Unit II
Tarapur
3. Mandhana Weaving House
Tarapur
4. Mandhana Weaving House (Shirting Division)
Tarapur
5.
Mandhana Industries Ltd. (Bangalore
Division)
Bangalore
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6. Mandhana Industries Ltd. (Garment Division) Bangalore
7. Sampling Mumbai
Existing Plant Structure for Garments (Domestic) division
Tarapur
Tarapur
Tarapur
5.
Division)
Bangalore
7. Sampling Mumbai
B) Existing Plant Structure for Fabrics (Export/Domestic) division
Tarapur
Tarapur
Tarapur
5.
Division)
Bangalore
7. Sampling Mumbai
TO BE
A & B) Proposed Plant Structure for Garments (Export & Domestic)
division, Fabric (Export & Domestic) division.
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In addition to above we are also proposing plant structure for Retail
segment also. We are proposing each Retail storage location as
separate Plant.
Sr.
No.
Plant Location
1. Mandhana Head Ofce-HO (1001)
Lower
Parel,
Mumbai
2. Mandhana Sampling Sewri (1002) Mumbai
3. Mandhana Dyeing- MTD (2003)
Tarapur
4. Mandhana Dyeing Unit II- CDR (2004)
Tarapur
5. Mandhana Weaving House- MWH (2001)
Tarapur
6.
Mandhana Weaving House (Shirting Division) -
MWS (2002)
Tarapur
7. Mandhana Garment Division- MGT (2005) Tarapur
8.
Mandhana Industries Ltd. (Garment Division)-
MIB1 (3001)
Bangalore
9.
MIB2 (3002)
Bangalore
10.
MIB3 (3003)
Bangalore
11.
MIB4 (3004)
Bangalore
12.
Mandhana Industries Ltd. (Garment Warehouse
Division)-MIBW (3005)
Bangalore
13.
MBR1 (4001)
Baramati
14.
MBR2 (4002)
Baramati
15.
Mandhana Industries Ltd. (Retail Division)-MRV
(5001)
Mumbai
16. Mandhana Industries Ltd. (Retail Store 1) -(5002) Mumbai
17. Mandhana Industries Ltd. (Retail Store 2)- (5003) Mumbai
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Sales Persons
We can maintain personnel master records for sales representatives in
your company. In the personnel master record, we assign the salesperson
to the sales ofce and the sales group. Sales People from Marketing can
be created and selected at the time of Sales Order creation
Storage Locations
An organizational unit allowing diferentiation between the various stocks
of a material in a plant, in SD module we are concerned with fnished
goods storage locations at which the material is store. A plant may
contain one or more storage locations. Several storage locations can be
assigned to one plant. Multiple storage location will be created plant wise
for fnished product and depending on the plant and product the storage
location will be determined if it is stored in unique storage location.
AS IS
Structure for Garments (Export) division
Structure for Garments (Domestic) division
Sr. No. Store Location
1. Sewree Warehouse, Mumbai
2. Peenya central warehouse, Bangalore
Structure for Fabrics (Export/Domestic) division
1. Sewree, Mumbai
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1. Sewree warehouse, Mumbai
2. Dyeing Unit I, Tarapur
3. Dyeing Unit II, Tarapur
4. Weaving Unit, Tarapur
5. Shirting Unit, Tarapur
TO BE
Please refer Storage Location Structure from MM BBP document.
Shipping Points
An organizational unit in Logistics is that performs shipping processing.
The physical location (for example, a warehouse or collection of loading
ramps) from which you ship the items. The shipping point is the part of
the company responsible for the type of shipping, the necessary shipping
materials and the means of transport.
AS IS
A) Existing Shipping Structure for Garments (Export) division
Sr. No. Shipping Point
Existing Shipping Structure for Garments (Domestic) division

B) Existing Shipping Structure for Fabrics (Export/Domestic)
division
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1. Mandhana Dyeing Unit I, Tarapur
2. Mandhana Dyeing Unit II, Tarapur
3. Mandhana Weaving House, Tarapur
4. Mandhana Weaving House Shirting Dn., Tarapur

TO BE
A & B) Proposed Shipping Structure for Garments (Export &
Domestic) division, Fabric (Export & Domestic) division
In addition to above we are also proposing shipping structure for
Retail segment also.
Sr.
No.
Shipping point Location
1. Mandhana Sampling Sewri (1002) Mumbai
2. Mandhana Dyeing- MTD (2003)
Tarapur
3. Mandhana Dyeing Unit II- CDR (2004)
Tarapur
4. Mandhana Weaving House- MWH (2001)
Tarapur
5.
Mandhana Weaving House (Shirting Division) -
MWS (2002)
Tarapur
6. Mandhana Garment Division- MGT (2005) Tarapur
7.
MIB1 (3001)
Bangalore
8.
MIB2 (3002)
Bangalore
9.
MIB3 (3003)
Bangalore
10.
MIB4 (3004)
Bangalore
11.
Mandhana Industries Ltd. (Garment Warehouse
Division)-MIBW (3005)
Bangalore
12.
Mandhana Industries Ltd. (Garment Division) )-
MBR1 (4001)
Baramati
13. Mandhana Industries Ltd. (Garment Division) )- Baramati
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MBR2 (4002)
14.
Mandhana Industries Ltd. (Retail Division) )-MRV
(5001)
Mumbai
15. Mandhana Industries Ltd. (Retail Store 1) -(5002) Mumbai
Current SD Organization Structure
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Proposed SD Organization Structure for MIL:
1.1. Sales Area
Sales area determines which distribution channel can be used to sell the products
from one division in a sales organization. Each sales transaction will have to be
created in one of the sales area. This will ensure segregation of local and export &
stock transfer sales.
a)TO/BE:
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"ompan# "o$e %&000
TARAPUR
A'D(A'A
)AR*'+ % &000
D,S+R,B-+,.'
"(A''*/S
)AR*
'+
A""*SSS
.R,*S
MUMBAI
DEL&I
'&ENNAI
BAN(ALORE
SA/*S
.00,"*S
0ABR," "..'
D.*S+
," % &0
*12.R
+ % 20
S+."3 +RA'S0*R %
40
D.*S+,"
A)*'+ % 40
*12.R+
A)*'+ % 50
S+,+"(,')
% 50
A'D(A'A
+*1+,/* % 2000
A'D(A'A
R*+A,/ % 4000
SA/*S
.R)A',6A+,.'
7AR' 0ABR,"
)AR*'+ A""*SSS.
R,*S
'OMMON
D,8,S,.'
S
MUMBAI
DEL&I
'&ENNAI
BAN(ALORE
'OMMO
N
D.*S+
," % &0
*12.R
+ % 20
S+."3 +RA'S0*R %
40
D.*S+,"
A)*'+ % 40
*12.R+
A)*'+ % 50
2rocessin9
% :0
D.*S+
," % &0
*12.R
+ % 20
S+."3 +RA'S0*R %
40
D.*S+,"
A)*'+ % 40
*12.R+ A)*'+ % 50
D***D
*12.R+ % ;0
D***D
*12.R+ % ;0
MIL will have below sales areas in the system:
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Sr. No. Sales Organization Distribution Channel Division
1 Mandhana Garment-1000 10 Domestic 10 Garment
2 Mandhana Garment-1000 10 Domestic 20-Accessories
3 Mandhana Garment-1000 10 Domestic 30- Fabric
4 Mandhana Garment-1000 10 Domestic 40 -Common
5 Mandhana Garment-1000 20 Export 10 - Garment
6 Mandhana Garment-1000 20 Export 20-Accessories
7 Mandhana Garment-1000 20 Export 30 - Fabric
8 Mandhana Garment-1000 20 Export 40 - Common
9 Mandhana Garment-1000 30Stock Transfer 10 - Garment
10 Mandhana Garment-1000 30Stock Transfer 20- Accessories
11 Mandhana Garment-1000 30Stock Transfer 30 - Fabric
12 Mandhana Garment-1000 30Stock Transfer 40 - Common
13 Mandhana Garment-1000 40Domestic Agent 10 - Garment
14 Mandhana Garment-1000 40Domestic Agent 20- Accessories
15 Mandhana Garment-1000 40Domestic Agent 30 - Fabric
16 Mandhana Garment-1000 40Domestic Agent 40 - Common
17 Mandhana Garment-1000 50Export Agent 10 - Garment
18 Mandhana Garment-1000 50Export Agent 20- Accessories
19 Mandhana Garment-1000 50Export Agent 30 - Fabric
20 Mandhana Garment-1000 50Export Agent 40 - Common
21 Mandhana Garment-1000 60Stitching 10 - Garment
22 Mandhana Garment-1000 60Stitching 20- Accessories
23 Mandhana Garment-1000 60Stitching 30 - Fabric
24 Mandhana Garment-1000 60Stitching 40 - Common
25 Mandhana Garment-1000 80Deemed Export 10 - Garment
26 Mandhana Garment-1000 80 Deemed Export 20- Accessories
27 Mandhana Garment-1000 80 Deemed Export 30 - Fabric
28 Mandhana Garment-1000 80 Deemed Export 40 - Common
29 Mandhana Textile-2000 10 Domestic 50 - Yarn
30 Mandhana Textile-2000 10 Domestic 30 - Fabric
31 Mandhana Textile-2000 10 Domestic 40 - Common
32 Mandhana Textile-2000 20 Export 50 - Yarn
33 Mandhana Textile -2000 20 Export 30 - Fabric
34 Mandhana Textile -2000 20 Export 40 - Common
35 Mandhana Textile -2000 30Stock Transfer 50 - Yarn
36 Mandhana Textile -2000 30Stock Transfer 30 - Fabric
1.2. Sales Organization:
a)Requirements/Expectations
Company Code-1000 requires three sales organizations.
b)General explanations
The sales organization is an organizational unit within logistics, which
structures the company according to its sales requirements.
A sales organization is responsible for the sale and distribution of goods and
services.
Sales organization is a entity being responsible for product liability and other
resources claims made by the customers. It could be regional sub-division of
the market also.
c)Existing Confguration
Three sales organizations MPO, MDD, and MIL for company code MIL.
d)System confguration for MIL
New sales organizations 1000, 2000 & 3000 to be created and assigned to
company code 1000.
1.3. Sales Ofce
a) Requirements/Expectations
1000-Company Code requires multiple Sales Ofces for all sales areas.
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A physical location (for example, a branch ofce) that has responsibility for the
sale of certain products or services within a given geographical area
Sales Ofces at Mumbai & Bangalore (MPO), Mumbai (MDD), Mumbai (MIL)
Create below mentioned Sales ofces and assigned to respective sales areas.
Sales Ofces for Garments:
1)Mumbai
2)Bangalore
3)Chennai
4)Delhi
5)Tarapur
Sales Ofces for Textiles:
1)Mumbai
2)Bangalore
3)Chennai
4)Delhi
5)Tarapur
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1.4. Sales Group
a)Requirements/Expectations
Company code-1000 requires Merchandisers belonging to specifc groups as
sales group for sales transactions.
A group of sales people who are responsible for processing sales of
certain products or services.
Sales Organization Sales Ofce Sales Group
MPO Mumbai Export Sale
MPO Bangalore Export Sale
MDD Mumbai Domestic Sale
MIL Mumbai Export Sale
MIL Mumbai Domestic Sale
Sales Group are created based on individual Senior Merchandisers and are
assigned to sales ofce.
1.5.Distribution Channels
a)Requirements/Expectations.
Company Code-1000 has requirement of fve common distribution channels
Domestic, Export, Stock Transfer, Domestic Agent, Deemed Export & Export
Agent for Garment, Textile & Retail segment.Garment segment has
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Stitching-60 and Textile segment has Processing-70 as an additional
distributional channel respectively.
Distribution channel is used to defne how diferent products reach to
consumers.
Currently MIL has three distribution Channels viz.
Domestic
Export
Stock Transfer
Distribution Channels (Domestic-10, Export-20,Stock Transfer- 30,Domestic
Agent-40,Export Agent-50, Deemed Export- 80) to be used and assigned to
all three Sales Organizations- 1000,2000 & 3000. Distribution Channel
Stiching-60 has to be assigned to Sales Organization- 1000.
Distribution Channel Processing-70 to be assigned to Sales Organization-
2000.
1.6. Divisions
Requirements/Expectations.
Company Code-1000 has requirement of 4 Divisions for Garment segment, 3
Divisions for Textile segment & 3 Divisions for Retail segment.
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General explanations.
The division is one of the organizational units in Sales & Distribution and is
required for business area account assignment for logistics transactions in
Financial Accounting.
Existing Confguration
Currently MIL has four Divisions as mentioned below.
Direct Sale
Agent sale
Sampling
Stock Transfer
System confguration for MIL
We are completely redefning the Divisions structure. New Divisions like 10
-Garments, 20 -Accessories, 50 -Yarn, 30 - Fabric, 40 - Common has been
created and to be assigned to Sales Organization 1000, 2000 & 3000.
1.7. Plants
Company Code-1000 has requirement of nineteen plants.
General explanations.
To monitor the stock of material it is necessary to be able to store in
the system the locations at which materials are kept. You can do this using
the terms plant and storage location. A plant can either be a place of
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production or a single storage location, or a combination of closely situated
storage locations where stock is kept.
Currently MIL has seven plants.
Nineteen plants to be created including new retail plants and also garment
plants at Baramati and all these plants will be assigned to Company code
1000.
2. Inventory Management.
2.1 Storage Location.
a) Requirements/Expectations.
MIL has requirement of one Four Storage Locations.
Finished goods.
Semi-fnished goods.
Raw Material.
Scrap.
b)General explanations.
Storage location is a location where stocks are maintained which is
assigned to a plant. There could be logical & Physical storage location.
1)Storage Location for MTD( Dyeing)
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Greige storage
Processed Good storage
Main stores
Sub stores
2)Storage Location for CDR( Dyeing II)
Main stores
Bin location
3)Storage Location for MWS( Shirting)
Main stores
Yarn Godown
Sub Store
4)Storage Location for MWH( Weaving)
Main stores
Yarn Godown
Sub Store
5)Storage Location for ( Garment-Bangalore)
Central warehouse
Unit 1
Unit 2
Unit 3
Unit 4
Kindly refer the MM BBP for detailed list of storage location

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2.2 Shipping Points
Company Code-1000 has requirement of eighteen shipping points.
b)General explanations.
The shipping point is the top level in the organization for shipping. It may be
a logical or physical element in the organization.
There are 6 existing Shipping Points at Sewree, Peenya & Tarapur.
One shipping point has to created and assigned to each plant.
There are 18 shipping points.
B. Master Data
General Master Record
1.1 Customer Master Records
a) Requirements/Expectations:
The SAP system will store master data for customer which will be used for
reporting and sales cycle processing.
b)General Explanations
A business partner can be a natural or legal person who is directly involved in
a business transaction with MIL.
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The following partner functions are defned in the SAP system.
Sold-to party
Ship-to party
Payer
Bill-to party
Forwarders
Agents
In most of the cases, the sold to party (company which places an order for
the delivery of goods), at the same time acts as ship-to party (receives
goods), payer (pays or settles the invoice) and bill-to party (receives invoice).
In this case the customer fulflls all the above listed frst four predefned
partner functions.
It is also quite common, however, that subsidiaries place orders, and the
head ofce settles the respective invoices. In this case the partner functions
are divided among diferent companies.
If a customer fulflls all functions at the same time, only one master record
is necessary, in which all data required for these functions is entered. In this
case a master record for the sold-to party is created. If the functions are
divided among diferent companies, a corresponding number of master
records are needed. In one master record you enter, for example, the address
of the sold-to party for correspondence, in another master record the
address of the ship-to party for the delivery. Only in the customer master
record of the sold-to party is a link between the individual partners
established and entering the customer number of the respective partners
does this.
Account Group:
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The account group ensures that for the diferent partner functions of a
customer only the necessary screens and felds are displayed for input. The
screens and felds accessed can be limited in the customer master record so
that only the necessary data is entered. This is another function of the
account group. The function of a customer is defned by assigning an
account group.
The account group determines whether internal or external number
assignment is allowed for a customer master record.
Number Range
A unique external name is assigned to every customer master record. This
external name can be used to access the master record again later, or to
refer to the customer when carrying out business transactions.
Every customer is assigned to an account group.
A customer's name is unique for all-sales areas and company codes when a
customer master record has been created for a customer in a sales area.
c) Existing confguration
Following important account groups are present in SAP.
0001 Sold-to party
0002 Goods recipient
0003 Payer
0004 Bill-to party
0006 Competitors
0007 Sales partners
CPDA One-time cust. (ext.no.assgnmt)
d) System confguration for MIL:
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Following new customer account group to be created:
Number ranges for the same will be
internal by default as well as
Alphanumeric Number ranges will
also be given as external. One
customer code can be created only
either by internal or external
number range.
1.2 Customer Account Assignment
Group
System should automatically determination revenue account during billing.
The account assignment group to which the system automatically post the
sales Invoice
The system uses the account assignment group as one of the criteria
during the automatic determination of revenue accounts.

Following are the customer Account Assignment Groups available in SAP.
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Customer a/c
group Nomenclature
Domestic
Buyers-Garment ZDGM
Exports Buyers-
Garment ZEXG
Domestic
Buyers-Fabric ZDOF
Exports Buyers-
Fabric ZEXF
Deemed export ZDEX
Ship to party
_Fabric 0002
Ship to
party_Garment ZSHG
Sales Agents ZSGT
Scrap Customers ZSCP
Sales Persons ZSPR
Stock Transfer ZSTF
01 Domestic Revenue
02 Foreign Revenues
And following key combination to be used to assign G/L accounts
1 Cust.Grp/MaterialGrp/AcctKey
2 Cust.Grp/Account Key
3 Material Grp/Acct Key
4 General
5 Acct Key
Following customer account group should be made available in MIL
01 Domestic Revenues
02 Foreign Revenues
System to use Chart of Account 1000
1.3 Material Master Records
The SAP system will store master data for customer which will be used for
reporting and sales cycle processing.

General explanations
The material master record contains all information about the materials a
company procures, manufactures, stores and ships. The data stored in the
material master is not only used by Warehouse Management (WM), but also
by other application components, such as Inventory Management (IM),
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Production Planning (PP), Quality Management (QM) and Shipping (SD-
SHP).
The integration of all information about a material into a single record
eliminates redundancy and makes it possible to store material data for all
relevant system components in a single database.

Existing Confguration.
Currently material masters are maintained in Legacy systems
System confguration for MIL:
Refer details given in MM BBP doc.
1.4 Material Account Assignment Group
System should automatically determine revenue account during billing.
General explanations
Group of materials with the same accounting requirements.
Used by the system when creating an accounting document from a billing
document to determine the revenue or sales deduction account.
01 Trading
02 Services
03 Scrap
04 Semi Finished
05 Raw Materials
d) System confguration for MIL
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Following material account assignment group to be made available in MIL
Finished goods.
Semi-fnished goods.
Raw Material.
Scraps.

2. Sales & Distribution
2.1 Price Conditions.
System should automatically pick price for conditions for which condition records
are maintained & should allow to enter value manually in documents for
conditions which are manually entered.
b) General Explanations:
The system uses a pricing procedure relevant for a Sales Area. The procedure has
the elements of pricing stored in it and each of them is known as a condition
type.
At the time of creating a sales order or an invoice, the pricing procedure will take
efect. The system will pick up these values automatically and calculate the fnal
price based on the condition
Pricing elements are generally only valid for a certain period. A price agreement
can be limited to a period by specifying a validity period. Pricing elements are
managed according to three criteria
c) Existing Confguration.
Not Applicable
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Following key combination is used to maintain condition record in basic
price.
Plant/ Sales Org/Dist Ch/Customer/Material.
Customer/Material with release status
Material with release status.
2.2 Pricing Procedures.
Provision For Z-Screen:
Novel will provide a Z-Screen to enter the entities required to derive the basic
price for fabric.
For Garment: Z screen For Basic price will include
1)Fabric cost, Fabric Weight,Consumption,UOM
2)Trim Fabric cost
3)Trims cost
4)Garment washing charges
5)Embroidery/Print cost if any
6)Packing Cost
7)Labour Cost
8)Shrinkage cost
For Processed Fabric: Z screen For Basic price will include
1)Yarn Cost
2)Warping+ Weaving Cost
3)Sizing Cost
4)Labour Cost
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5)Shrinkage cost
Above entries has to be entered manually in Z- Screen. This will generate a
reference number. The same reference number will be used by user in future to
enter manually pricing details to derive a new reference number for new order.
Based on above details we have derived on the below pricing structure:
Prices have to be entered manually in the system by the user.
A) Basic Pricing structure For Garment Export& Garment Deemed
Export
Condition Condition
Type
A Basic Price Value
B Freight Value
C Insurance Value/Qty/%
D Total of A+B+C
E Discount (on net) Value/Qty/%
F Grand Total (D+E )
Apart from above defned condition types if there are any other extra
costs then that will be added in the basic price itself or if it has to done
through subsequent invoice then that will be captured by Finance.
B) Basic Pricing structure For Garment Domestic
Condition Condition
Type
A Basic Price Value
B Discount Value/Qty/%
C Freight Value
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D Octroi Value/Qty/%
E Total of A+B+C+D
F Excise Duty (10.3% on
net)
%
G VAT( 5%) on net Value %
H CST (2%) %
I Grand Total
(E+F+G+H)
Apart from above defned condition types if there are any other extra
costs then that will be added in the basic price itself or if it has to done
through subsequent invoice then that will be captured by Finance.
C) Basic Pricing structure For Fabric Domestic
Condition Condition
Type
A Basic Price Value
C Freight Value
D Packing+Handling Value
E Postal Charge Value
F Insurance Value/Qty/%
G Octroi Value/Qty/%
H Loading+Unloading Value
I Stamp Duty Value
E Total of
A+B+C+D+E+F+G+H+I
F Indirect Tax on Total
Value
%
G Vat Charges on net
value of Fabric
%
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H CST Charges on net
value of Fabric
%
I Grand Total (E +
F+G+H)
D) Basic Pricing structure For Fabric Export & Fabric Deemed Export
Condition Condition
Type
A Basic Price Value
C Freight Value
D Packing+Forwarding+Clearin
g Charges
Value
E Postal Charge Value
F Insurance Value/Qty/%
G Octroi Value/Qty/%
H Loading+Unloading Value
I Stamp Duty Value
E Total of
A+B+C+D+E+F+G+H+I
E) Basic Pricing structure For Scrap Sales/ Asset sales
Condition Condition
Type
A Basic Price Value
C Freight Value
D Packing+Forwarding+Clearing
Charges
Value
E Octroi Value/Qty/%
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F Loading+Unloading Value
E Total of A+B+C+D+E+F
F Vat Charges on net value of
Fabric
%
G Grand Total (E + F)
Pricing procedure are used in sales document to calculate fnal value , each
pricing procedure contains various condition types which controls how
pricing is done at each stage & fnal value is calculated.
c) Existing Confguration.
Currently system is using diferent pricing procedures for diferent sales
process.
Following are the new pricing procedures to be created for MIL defned above
.
1) Domestic sales (Fabric)- ZA0DOF
2) Domestic sales (Garment)- ZA0DGM
3) Exports sales (Fabric) & Deemed Export(Fabric) - ZA0EOF
4) Exports sales (Garment) & Deemed Export ( Garment)- ZA0EOG
5) Stock Transfer Garments ZA0STO
6) Scrap Sales Garments-ZA0SCR
7) Sample Sales Domestic-ZASAMP
8) Export Sample Sales- ZAESAM
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9) JOB work sales_Garment-ZA0JOB
Assumption
1)Sample Sales will be created in the system only for Salesman Samples.
2)Free Samples sales of any kind will not be created in the system for
Garments but for Fabric they can create wherein the invoice will be of
Zero value and no accounting efects.
3) For JOB Work process (Stitching / Processing) only one condition type
Basic price (processing charges / Stitching charges) is applicable in pricing
procedure.
C. Business Processes
1. Sales and Distribution
1.1Customer Inquiry Processing
A customer inquiry comprises one or more items that contain the quantity
of a material that the customer asked for. The total quantity of an inquiry
item can be subdivided between the schedule lines in diferent amounts
and relevant delivery dates.
Explanation of Existing Functions and Events: For Garment (Exports
& Domestic) Division & For Fabric (Domestic/Exports) Division.
Inquiry generating leading to receipt of customer orders involved the
following steps
o Company representatives visiting customers or customer visiting /
contacting company through telephone, fax, email and internet,
taking part in exhibitions.
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o Customer contacting through other buyers.
o Inquiries through traders, brokers and agents.
o Inquiries from existing customers for repeat purchases (orders).
o Finished Material stock position, pending order position and
production plans are taken into before sending ofers to customer.
o Only for Garment Export: Export inquiries are received directly from
customers or through major international brokers / commission
agents.
b) General Explanations
The Inquiry represents a general sales query for a new product. A customer
or prospective customer intents to buy certain product or services. System
can list enquiries based on customers, materials, distribution channels,
divisions and dates
Currently MIL is not creating inquiry. No inquiry will be maintained at any
plant level.
MIL doesnt want the inquiries to be created in SAP too. NovelERP will create
the confguration though to create inquiries if MIL wants them to create in
future.
1.2 Customer Quotation Processing

A quotation presents the customer with a legally binding ofer for
delivering a product.
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A customer quotation comprises one or more items that contain the quantity
of a material the customer asked for. The total quantity can be subdivided
between the schedule lines in diferent amounts and relevant delivery dates.
Explanation of Existing Functions and Events: For Garment (Exports &
Domestic) Division & For Fabric (Domestic/Exports) Division.
o Customers overdue outstanding position is reviewed before sending
ofers.
o Regular products, which are fast moving, are ofered from ready stock
most of the times.
o Only for Garment exports: Maximum lead time for delivery is 90 to
120 days.
o Prices ofered to customers are based on companys analysis,
feasibility study and after approval by HOD. A price range is available
for marketing personnel with a fxed minimum realization level.
o Prices difer from customer to customer as well as depending on
quantity and brand. In exceptional cases prices lower than the
minimum realization level can be ofered to a customer with prior
sanction of HOD.
Quotation can be prepared by referring to the inquiry document earlier. This
is a facility for copying the inquiry document to a quotation. Changes in the
inquiry, if any, will be incorporated in the quotation.
The system will generate an internal numbering for the quotation from a
number range diferent from that of the inquiry. The quotation can be
tracked on various criteria such as materials, divisions, customers, dates,
and sales documents.
One or more materials can be entered in the quotation as items.
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The next document in the process, which is the Sales Order, can be created
with reference to the quotation i.e. by automatic copying the details of the
quotation document.
The system will use internal numbering. It can track quotations based on
enquiries, materials, divisions, customers, and dates.
Currently MIL is creating Quotations for only those customer request that are
converted into orders.
MIL wants creation of Quotations for confrmed orders only in SAP too.
1.3. Sales Order Processing
Existing Sales order Process
Inquiries, Quotations will be taken care by merchandising department and
orders received for execution will be authorized by HOD before releasing to
exports logistics department.
After fnalization of quotation and approval of garment sample buyer gives
Purchase Order. Purchase order mainly contains style number, quantity, rate,
delivery terms and payment terms. It may consist of more than one style
numbers and their relevant information. After receiving Purchase Order from
buyer, size wise ratio is given to the CAD department for fabric consumption
to book the fabric. Against this purchase order received from buyer, frst Pro-
Forma Invoice is prepared and then Production Order (Lot Number) is made by
the merchandising department. Mostly one production order is made for one
style number. Production order contains the collective information of
quotation, details of trims and fabric. Against production order Purchase
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Requisition is released for Trims and Fabric separately which is then passed
to the Trims and Fabric Procurement Departments. For local trims and
imported trims purchase requisitions are released separately.
One copy of purchase order received from buyer is sent to the account
department along with Pro-forma invoice for opening LC for FOB or CIF as per
negotiated in quotation.
The Trims and Fabric Procurement department procures Trim material and
Fabric as per purchase requisition received from merchandising department
for the production order, from the vendors by releasing Trim Purchase Order
and Fabric Purchase Order respectively. GRN is taken in respective store for
received goods and then the goods are issued to factory at Mumbai or
Bangalore or to Job worker in Mumbai or Bangalore.
The HOD of the merchandising department plans the orders and decides
which order will go to which factory for production. The lead time from order
received from buyer to shipment is 90 to 120 days. And the same is around
30-60 days for production.
General Explanation for Garment (Exports) Division:
Explanation of existing Functions and Events
Merchandising department to check all export orders to prepare Export
order execution for Export logistics and for distribution to QC, Production
after approval and authorization of HOD.
One copy of all export orders approved and signed by HOD will be sent to
Finance department.
Pre-shipment samples and Co-shipment samples related to export orders are
arranged by merchandising department.
Pro-forma invoice is prepared and copy of the same is forwarded to fnance
department.
Production order (Lot number) preparation.
Planning of orders.
Preparation of Job File.
Customers to be kept informed about dispatch details by Export Logistics.
Collections of payments related to export shipment are through bank and is
closely monitored by the fnance department. In case of any delay in receipt
of payments merchandising department is informed by fnance department
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who will take up the matter suitably with customer and ensure receipt of
payments.
The export documents includes,
Buyer PO Details
Proforma Invoice
Trim Purchase Requisition
Fabric Purchase Requisition
Job Card
Credit Note
Reporting s
Status of outstanding orders.
Statement showing commission paid / payable in USD, Euro, HKD, etc.
Statement showing number of container shipped per months, country wise,
product wise and value wise.
Statement of freight paid throughout the year.
Total charges of expenses paid such as barges, survey fees.
Statement showing full details of exports with invoice number and date,
quantity, container number, B/L advance license number, CIF value,
freight, insurance, commissions, FOB value, bank details, destination.
Statement of Production / Shipment done in each unit.
Claims form buyers.
General Explanation For Garment (Domestic) Division.
Merchandising department to check all orders to prepare order execution
for logistics and for distribution to QC, Production after approval and
authorization of HOD.
One copy of all orders approved and signed by HOD will be sent to Finance
department.
Pre-shipment samples and Co-shipment samples related to orders are
arranged by merchandising department.
Collections of payments related to shipment are through bank and is
closely monitored by the fnance department. In case of any delay in
receipt of payments merchandising department is informed by fnance
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department who will take up the matter suitably with customer and
ensure receipt of payments.
The documents includes,
o Buyers PO Details
o Pro-forma Invoice
o Trim Purchase Requisition
o Fabric Purchase Requisition
o Job Card
o Credit Note
All purchase orders received by marketing department is sent to the
dispatch section after completion of following formalities.
o Check purchase order for Product, Grade, Quantity, Packing, Price,
Specifcations, Delivery location & Schedule, Payment Terms.
o Prepare Sales order confrmation for domestic dispatches by sales
administration and the same is checked and approved by marketing
department as per guidelines from HOD.
o Customers to be kept informed about dispatch details by dispatch
department in case of domestic sales.
Fabric (Domestic / Export) Sales Process:
After fnalization of quotation and approval of fabric sample, sort number
is generated and given to it. Customer sends purchase order for approved
sample that contains quantity, rate, delivery terms and payment terms.
After receiving purchase order from customer for export order Pro-forma
invoice is prepared and sent to account department for opening LC. Sales
contract is made for fnished fabric. Copies of sales contract is forwarded
to Customer, MIL representative at Dyeing unit (Tarapur), Account
department. Purchase Order is released to Weaving House Unit, Tarapur
for Greige Fabric. Once the greige fabric is ready, it is dispatched to the
Dyeing Unit I / Dyeing Unit II as per Delivery Location mentioned in the
purchase order for fnal processes.
Once the processing is complete the goods are dispatched to the folding
and packing department for preparation of dispatching documents, like
packing list, delivery challan and excise invoice. The copies of the
packing list and excise invoice are sent to HO for preparation of
Commercial Invoice.
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Customer is kept informed about the dispatched details by dispatch
department after the product (Fabric) is fnished. The dispatched details
are also given to account department through mail. The account
department releases commercial Invoice accordingly.
General explanation For Fabric (Domestic/Exports) Division
o Marketing department to check all domestic / export orders to
prepare order execution for logistics and for distribution.
o Preparation Pro-forma invoice and copy of the same is sent to fnance
department for export orders.
o Preparation of Contract for sale and copy of the same is sent to
fnance department.
o One copy of all export orders approved and signed by HOD will be
sent to Finance department.
o Customers to be kept informed about dispatch details by Export
Logistics in case of Export shipments.
o Collections of payments related to export shipment are through bank
and is closely monitored by the fnance department. In case of any
delay in receipt of payments marketing department is informed by
fnance department who will take up the matter suitably with
customer and ensure receipt of payments.
The documents includes,
o Pro-forma invoice
o Sales Contract
o Purchaser Order
The user can enter a sales order with several items in a single screen.
The system automatically proposes data from the relevant master
records such as sales, shipping, pricing, and billing data from the
customer master record of the sold-to party.
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For each material in the sales order, the system automatically proposes
data from the relevant material master records, such as data for pricing,
delivery scheduling, and availability check and tax determination.
All sales transactions are allocated to a combination of sales
organization, a distribution channel, and a division. The sales
documents can form part of chain of inter-related documents (Inquiry ,
quotation, delivery and invoice) and a document fow or history is
created.
During sales order processing the system can carry out availability
check, credit check, transfer of requirements to material planning &
production, delivery scheduling and pricing.
Most of the sales are direct to customers in local as well as in export
market. For the purpose of tracking the performance of each, separate
distribution channels will be inducted in the system.
The sales order can be copied from the quotation created earlier i.e.
creating with reference to a quotation or can be created directly without
reference to it.
The order is subjected to an automatic credit check by the system.
Subsequent to this, the system will carry out availability check for the
products and determine the delivery date as in the schedule lines, if it is
available in the free stock.
System will directly transfer the requirements of the material to
Production Planning department as soon as the user saves the order.
Sales Process
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Domestic Sales
Return sales
Create Credit memo
Create Debit memo
Stock Transfer
Export Sales
Scrap Sales
Sample Sales
Sales Process
Quotation
(Confrmed
orders)
Sales
Order
Type
Delivery
Type
Billing
Type
Domestic
Garment Sales ZDGQ ZDGO ZDGL ZDGF
Domestic Fabric
Sales ZDFQ ZDFO ZDFL ZDFF
Domestic Fabric
Stock (Surplus &
Fresh) Sales ZDSO ZDSL ZDSF
Exports
Garment Sales ZEGQ ZEGO ZEGL ZEGF
Deemed
Export(Garment) ZDEG ZDEL ZDEF
Exports Fabric
Sales ZEFQ ZEFO ZEFL ZEFF
Exports Fabric
Stock (Surplus &
Fresh) Sales ZESO ZESL ZESF
Deemed
Export(Textile) ZDET ZDTL ZDTF
Return sales
(Fabric) ZFRE ZFLR ZFRE
Credit memo ZMCR ZMCF
Debit memo ZMDR ZMDF
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Stock Transfer ZMST ZMTL ZMTF
Scrap Sales ZMSC ZMCL ZSSF
Sample Sales ZMSA ZMSL ZMSF
Supplementary
Order ZMSO ZMPF
JOB Work Sales ZMJB ZMJL ZMJF
Lot Numbers to be maintained in Sales Orders manually.
1.4 Credit Control
Automatic Credit checks to be performed at Sales Order based on Credit
Limits.
System should not block the Sales Order creation but to give a warning at
the time of creation if the customer credit limit exceeds.
b) General Explanations
The risk category for credit and credit limits to be fxed for each Customer.
Credit Check to be carried out at Quotation, Sales Order, and Delivery and
at the time of posting the goods issue. The system will fash a warning
message at the Quotation, Sales Order stages, which can be overcome by the
user. If the credit limit is exceeded at the delivery stage, then, the delivery
will be blocked.
The Credit Block to be reviewed / removed only by designated person.
Sales Order Requirements shall however be transferred to MRP, even for
Blocked Sales Orders.
Risk categories will be defned and assigned to individual customers, along
with specifc credit limits. In addition, credit groups will be defned for
document types, known as document credit groups. Document credit groups
combine order types and delivery types for credit control purposes.
Credit check has been defned for a combination of the following data:
Credit control area
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Risk category: Risk categories will be defned and assigned for individual
customers, along with specifc credit limits.
The standard version of the SAP R/3 System contains diferent reports
providing an overview of Credit Management.
a)Existing confguration
No credit related checks are performed as such in the systems but are done
manually outside the system and that too on case by case basis.

New credit control area 1000 to be created and company code 1000 assigned
to it.
MIL needs to maintain the credit limit for the individual customers in
masters
It will show just warning Pop ups if Customer exceeds the credit limit in case
of domestic sales only at the time of Sales Order creation.
1.5. Shipping
Explanation of existing functions and events For Garment (Exports)
Division
Finished goods are dispatched from Sewree warehouse and Bangalore
warehouse. The documentation relevant to dispatch is carried out by the
dispatch section (Export) located at Parel for both the dispatching points.
For Mumbai goods are loaded at JNPT for Sea mode and at Andheri for Air
mode. For Bangalore they are loaded at Tuticorin, Chennai or Tirupur for Sea
mode and at Bangalore for Air mode. Company exports garments to American,
European, Asian countries and Australia.
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Following major activities are associated with the export department.
o Check sales order confrmation and corresponding purchase orders from
customer.
o Packing list is received from production after fnishing the goods.
o One copy of packing list is sent to customer for approval and one is sent to
the forwarder.
o After approval from customer planning for shipment is proceed.
o Arrange for necessary documentation (viz. Invoice, Packing list, SDF form,
Value declaration, ARE1, GSP) for Custom clearance.
o Bill of landing for inspection is released as per LC from forwarder.
o To make all relevant entries for preparation of fnal invoice according to LC
and Purchase Order and intimate excise department.
o Account department is kept informed with the dispatch details for
preparation of Sales invoices.
o Provide daily dispatch details to marketing department.
Documents include:
o Custom Invoice
o Annexure I and II
o Value Declaration
o SDF form
o Appendix IV
o Excise Invoice
o GSP (Generalized System of Preference) Certifcate of Origin for Textiles or
AEPC
o Bill of Exchange
o Bill of Landing / Airway Bill
o Commercial Invoice (For Customer)
o Commercial Invoice (For Bank)
o Packing List
o Certifcate of Exports and Realization
o Certifcate of Origin (Bombay Chamber of Commerce)
Explanation of existing functions and events For Garment (Domestic)
Division.
Domestic dispatch of garments is carried out from Mumbai and Bangalore
separately. For Mumbai fnished goods are dispatched from Sewree warehouse.
For Bangalore goods are dispatched from Bangalore warehouse. The
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documentation for Mumbai dispatching is done by the dispatch section
(Domestic) located at Parel whereas the same for Bangalore is done by the
dispatch section at Bangalore. Once the goods are ready packing list and excise
invoice is prepared and goods are dispatched along with them. Copies of the
same are sent to the dispatch department located at Parel, Mumbai.
Following major activities are associated with the dispatch section.
customer.
o Plan dispatches based on delivery schedules indicated by customers. In
some cases DA (Delivery Acceptance) is given by the customers and then
dispatch is carried out accordingly.
o Arrange for necessary transportation for dispatches.
o To make all relevant entries for preparation of commercial invoice and
intimate excise department for preparation of excise invoice.
o Arrange for QC and QA.
o Preparation of delivery order / packing slip for dispatches from Mumbai
factory and Job workers.
o Supervise physical loading and ensure loading of correct quantity.
o Inform customers all dispatch details for transit insurance.
o Receiving fnished goods (packed) from production and maintaining stocks of
products.
o Provide periodic stock statements to marketing department. (Closing stock of
material for any day is calculated as Days opening stock + Finished Goods
receiving during the day from production less dispatches of the day.
Explanation of existing functions and events for fabric (Exports/Domestic)
Division.
Domestic: Domestic dispatch of Fabric is carried out from Tarapur warehouse.
Once the goods are ready to dispatch, the store persons prepare packing list.
Excise invoice is also prepared accordingly. Copies of the packing list and excise
invoice are sent to the account department (Fabric-Domestic) located at Parel
for preparing of commercial invoice.
Following major activities are associated with the dispatch section.
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customer.
o Arrange for QC and QA.
o Arrange for necessary transportation for dispatches.
o To make all relevant entries for preparation of commercial invoice and
intimate excise department for preparation of excise invoice.
o Supervise physical loading and ensure loading of correct quantity.
o Inform customers all dispatch details for transit insurance.
o Receiving fnished goods (packed) from production and maintaining stocks of
products.
o Provide periodic stock statements to marketing department. (Closing stock of
material for any day is calculated as Days opening stock + Finished Goods
receiving during the day from production less dispatches of the day.
Export: For export sale of fnished fabric is dispatched from Tarapur
warehouse. The documentation relevant to dispatch is carried out by the
dispatch section (Export) located at Parel. The goods are loaded at JNPT port.
Company exports Fabric to Saudi Arabia, Bangladesh, Sri Lanka and some
South Asian countries.
o Following major activities are associated with the export department.
customer.
o Packing list is received from production after fnishing the goods.
o One copy of packing list is sent to customer for approval and one is sent to
forwarder.
o After approval from customer planning for shipment is proceed.
o Arrange for necessary documentation (viz. Invoice, Packing list, HDF form,
Value declaration, ARE1, GSP) for Custom clearance.
o Bill of landing for inspection is released as per LC from forwarder.
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o To make all relevant entries for preparation of fnal invoice according to LC
and Purchase Order and intimate excise department.
Documents include for export dispatch:
o Custom Invoice
o Annexure I and II
o Value Declaration
o HDF form
o Appendix IV
o Excise Invoice
o GSP (Generalized System of Preference) Certifcate of Origin for Textiles or
AEPC
o Bill of Exchange
o Bill of Landing / Airway Bill
o Commercial Invoice (For Customer)
o Commercial Invoice (For Bank)
o Packing List
o Certifcate of Exports and Realization
o Certifcate of Origin (Bombay Chamber of Commerce)
Shipping processing will consist of creating and processing deliveries for sales
orders due for delivery. Picking will be done from predefned storage locations.
Goods issue posting will complete the shipping process.
MILS will carry out delivery for individual order as well as use delivery due list
for the same. Goods issue will reduce the storage location stock by the delivery
quantity and automatically update stock values in fnancial accounting.
When a delivery is created, shipping activities such as picking and delivery
scheduling are initiated and monitored, and the data generated during shipping
processing is recorded.
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The customer master record should have validity for complete and partial deliveries
as well as on order combinations. Deliveries can be processed individually for an
order or a delivery due list can be generated. Goods issue will reduce the material
stock and corresponding value changes will take place in accounting.
The delivery document will be created with reference to the Sales Order created
earlier. In the system, each Plant will have one shipping point and one storage
location called as fnished goods storage location (FG) for delivery processing as far
as sales & distribution is concerned.

Delivery types not predefned for MIL.
Sales Process
Domestic Sales( Fabric &
Garment)
Return sales
Stock Transfer
Export Sales (Fabric &
Garment)
Scrap Sales
Sample Sales
New Delivery type will be created and internal number range to given.
Sales Process
Delivery
Type
Domestic
Garment Sales ZDGL
Domestic Fabric
Sales ZDFL
Domestic Fabric
Stock (Surplus &
Fresh) Sales ZDSL
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Exports
Garment Sales ZEGL
Deemed
Export(Garment) ZDEL
Exports Fabric
Sales ZEFL
Exports Fabric
Stock (Surplus &
Fresh) Sales ZESL
Deemed
Export(Textile) ZDTL
Return sales
(Fabric) ZFLR
Credit memo
Debit memo
Stock Transfer ZMTL
Scrap Sales ZMCL
Sample Sales ZMSL
Supplementary
Order
JOB Work Sales ZMJL
1.6. Billing
Billing represents the fnal processing stage for a business transaction in
Sales and Distribution. The billing document covers Invoices, Credit and
debit memos, Proforma invoices and cancellation documents.
Billing will be used to issue invoices based on goods sold. Credit memo can
be generated for discounts and return of goods from the customer. Debit
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memo can be generated for any additional charges to be levied on the
customer.
The billing data will be forwarded by the system to Financial Accounting and
controlling.
The system will update billing status in all related sales documents,
deliveries and billing documents.
Cost and revenue are posted to accounts such as customer accounts
receivable, revenue, sales deductions, accruals account.
Explanation of existing functions and events For Garment (Exports)
Division.
o All Commercial invoices related to export sales from all dispatch
departments are prepared by Export Logistic department at Parel.
o Excise invoice is made at Sewree for Mumbai orders and it is made at
Bangalore for Bangalore orders.
Various types of Invoices:
o Excise and Commercial invoice on same party and same address.
o Excise and Commercial invoice on same party and diferent address.
o Freight paid and freight to pay invoice.
o Freight paid by seller but to be shown in invoice as reimbursable by buyer.
o Invoice for sales within the state with VAT and for interstate sales with CST
or invoice having tax exemption.
o Invoice with diferent payment terms like advance payment, 07 / 30 / 60 /
90 days direct credit from date of dispatch, post dated cheques, payment
against delivery.
o Invoice showing due date after specifed period from date of receipt of goods
at destination.
o Invoice against LC (Letter of credit).
o Invoice against Pro Forma.
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o Invoice against bill of exchange.
Explanation of existing functions and events For Garment (Domestic)
Division.
o Invoices are generated by sales department at Parel.
o All billings are based on Pro-Forma invoices or Letter of Credit (LC).
o Excise duty is levied as per government norms in force and currently there
is a uniform duty structure of 10% BED, 2% SEC and 1% HEC for all
garments. No excise duty on fabric.
o Total value of invoices is not rounded of to nearest rupee. Applicable VAT /
CST is charged in the invoice.
o Other charges like freight and handling charges, octroi will be included in
the invoice.
o Excise invoice for domestic dispatches are prepared at respective factory
warehouse.
o Commercial invoice for dispatches from all dispatch points is prepared at
Parel.
Explanation of existing functions and events For Fabric
(Exports/Domestic) Division.
Domestic Billing:
o Invoices are generated by sales department at Parel, Mumbai
o All billings are based on Contract for sale / Letter of Credit (LC).
o Excise duty is levied as per government norms in force and currently there
is a uniform duty structure of 10% BED, 2% SEC and 1% HEC for all
garments. No excise duty on fabric at present but it is to be captured in
future.
o Total value of invoices is not rounded of to nearest rupee. Applicable VAT /
CST is charged in the invoice. Other charges like freight and handling
charges, octroi will be included in the invoice.
o Excise invoice for domestic dispatches are prepared at respective factory
warehouse, Tarapur.
o Commercial invoice for dispatches from all dispatch points is prepared at
Parel, Mumbai.
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Export Billing:
o All Commercial invoices related to export sales from all dispatch
departments are prepared by Export Logistic department at Parel, Mumbai.
o Commercial Invoice for dispatches against exporters is prepared at Parel,
Mumbai.
Points to be considered for Invoice creation.
For Fabric-Domestic Sale:
1) Commission on Fabric is generally: 1-2.5%.Agent commission is not to
be accrued in system. It is just for information.
1)Half yearly payment is done for commission.
2)10% TDS is deducted.
3)Payment is done through Cheque.
For Garment-Export Sale:
1)Commission is generally: 1-10%.Agent commission is not to be
accrued in system. It is just for information.
If commission is 15% then 10% is frst calculated and balance 5% is
adjusted in next invoice.
2)Half yearly payment is done for commission.
4)10% TDS is deducted.
5)Payment mode is RTGS if amount exceeds 2lakhs and is NEFT if
amount is below 2lakhs. For Domestic agent payment is done from
Bank of Baroda, For International agent TT payment is done.
The term billing document covers Invoices, Credit and Debit memos,
Proforma invoices, and Cancellation documents.
Billing documents can be created with reference to
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- a sales order
- a delivery
Subsequent to the creation of an invoice, the posting will be done to
Financial Accounting.
Credit Memo & Debit Memo:
The credit memo and debit memo requests are the preceding documents in
order to prepare the credit memo and debit memo respectively. The request
documents will contain the reason for preparing the credit memo and the
debit memo.
The system automatically creates relevant accounting documents for
General ledger and cost accounting.
With automatic Account postings, with system checks, need for
reconciliation is eliminated and analyses of receivables, credit limits are
readily available, provided the data is entered in the system punctually.
However, due to unavoidable delays in posting, the customer outstanding
may have to be reconciled once in a month.
Sales Process
Domestic Sales
Return sales
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Create Credit memo
Create Debit memo
Stock Transfer
Export Sales
Deemed Export
Scrap Sales
Sample Sales
Supplementary Invoice
New Billing type to created and number range will be given.
Sales Process
Billing
Type
Domestic
Garment Sales ZDGF
Domestic Fabric
Sales ZDFF
Domestic Fabric
Stock (Surplus &
Fresh) Sales ZDSF
Exports
Garment Sales ZEGF
Deemed
Export(Garment) ZDEF
Exports Fabric
Sales ZEFF
Exports Fabric
Stock (Surplus &
Fresh) Sales ZESF
Deemed
Export(Textile) ZDTF
Return sales
(Fabric) ZFRE
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Credit memo ZMCF
Debit memo ZMDF
Stock Transfer ZMTF
Scrap Sales ZSSF
Sample Sales ZMSF
Supplementary
Order ZMPF
JOB Work Sales ZMJF
Foreign Trade data like Port of discharge, Port of Loading, Marks & Numbers
will be maintained manually in the Commercial Invoice Document manually
Also Packing List, Excise Invoice, Customs Invoice & standard Commercial
Invoice outputs can be taken from the system.
1.7. Billing Cancellation
The system should provide a facility to cancel billing documents in
situations where errors occur.
b) General Explanation
When a billing document is cancelled, the system creates a cancellation
document. The cancellation document copies data from the reference
document and transfers an ofsetting entry to the accounting department.
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After a cancellation document has been created, the reference document (for
example, the delivery) can be billed again.
Process Billing Type
Cancellation Invoice S1
Cancellation Credit Memo S2
New Billing type to created and number range to be given
Process Billing Type
Cancellation Invoice ZMS1
Cancellation Credit Memo ZMS2
1.8. Excise
Requirements/Expectations
Excise duties are duties that the state imposes as taxes on the use or
consumption of certain goods.
o Printing of RT-12 Register to be facilitated.
o Printing of ER-1 for Monthly Returns under Rule 574AE to be facilitated.
o There should be a report giving details of goods manufactured and goods
sent out during a particular period.
o Details of outgoing Excise Invoices. i.e. Invoice No. Value of goods sent,
Excise duty and Cess paid should be available in the report.
o Excise duty should be calculated on 45% of the total MRP amount of
Commercial Invoice.
o In case of processing contracts, details are to be provided as per Annexure V
format.
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Explanation of Existing Functions and Events: For Garment (Exports &
Domestic) Division.
AS IS
1.RG 23 A I :
A record of receiving and issuing of excisable raw material is kept in RG 23 A I
register at manufacturing plant. It shows the quantities of the materials. This
register is used for quantity credit. There is another RG 23 A II register for
money credit but currently not in use.
2.RG 1:
After producing the fnished product, the production department will
prepare the production report and stock position report, which will be sent
to excise department to enter in fnished goods excise register RG1. When
the fnished product is to be sold by the marketing department, they will
prepare sales order and the same is sent to excise department to prepare
excise invoice for clearance of the goods. Once the goods is dispatched it is
entered in the RG1 register.
3.Monthly Return (ER1):
Monthly return for production, clearance, value and duty amount payable
for clearance is submitted to the Central Excise department.
4.PLA (Personal Ledger Account):
Excise department will maintain this register. As Cenvat Credit register (RG
23A II) is not in use duty is debited from this PLA. Record of paid duty is
kept excise invoice wise.
5.Proof of Export:
Productions are exported without payment of duty under (LUT) Letter of
Undertaking. For every export account under LUT is debited. After export is
over, excise department have to collect all the export documents, duly signed
by the customs and to submit the Division ofce of Central Excise for their
acceptance and to get credit the LUT (Letter of Undertaking).
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6.ARE1:
Preparation ARE1 document and is sent to excise department along with
Sales invoice and Excise invoice.
TO-BE
1)Excise Invoice will be created in SAP as per the TAX structure
maintained
2)Outputs of Excise Invoice can be taken from the system
3)ARE1 can be created in the system
4)Standard excise reports & registers can be generated from the system
1.9. Process Overview Table for Sales & Distributions.
Process
step
Business condition Business
role
Transac
tion
code
Expected
results
Creating a
customer
Master
record
Master record for each
customer needs to be
created. It contains data
that controls how
business transactions are
recorded and processed
by the system. It also
contains customer details
which help to conduct
business transactions
with them.
You create a
customer
master record
when you
start a
business
relationship
with a new
customer.
XD01 The customer
master record has
been created and
the account can
now be posted to
it.
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Process
step
role
Transac
tion
code
Expected
results
Change
customer
Master
record
This helps to make
changes in customer
master data specifcally
for billing & accounting
information.
Any required
changes can
be maintained
in master
data.
XD02 The customer
master record can
be changed as per
requirement
To display
customer
Master
record
This helps to view data
associated to customers
and specifed sales area
All special
information
on customer
master record
can be
reviewed at
any point of
time.
XD03 The customer
master record can
be displayed as
per requirement.
Maintaining
Condition
records
Specifc condition
records for condition
types like pricing, taxes
needs to be maintained
for automatic
determination of
documents.
Automatic
creation of
multiple
records like
pricing, taxes
in minutes.
VK11 Condition records
for automatic
document
determination are
created.
Changing
Condition
records
This helps to make
changes in condition
records for diferent
condition types like
pricing, taxes etc.
Any required
changes can
be maintained
for diferent
condition
types.
for diferent
condition types
can be changed as
per requirement
Displaying
Condition
records
This helps to view
condition records for
diferent condition types
like pricing, taxes etc.
Any required
information
can be
reviewed for
diferent
condition
types.
for diferent
condition types
can be displayed
as per
requirement
Creating An Inquiry is frst step in This is Pre VA11 Any inquiry for
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Process
step
role
Transac
tion
code
Expected
results
Sales
Inquiry
order cycle that helps to
provide information
about product and
services to customers.
Sale activity
by which we
create
requests for
product from
customers
end in system.
product &
services by
customer can be
created in system.
Changing
Sales
Inquiry
Any changes required in
Inquiry by customer can
be done.
Updates in
existing
Inquiry can be
maintained.
VA12 Changes can be
done on existing
Inquiry.
Displaying
Sales
Inquiry
This helps to display
Sales Inquiry.
Display of
Customer
Inquiry
document.
VA13 This displays a
Sales Inquiry.
Creating
Sales
quotations
Quotations help to
determine material, their
prices, and their
payment terms that are
valid to customer during
specifed time period.
Quotation is a
legal bonding
document
regarding
orders.
VA21 Quotation for
product &
services by
customer can be
created in system.
Changing
Sales
quotations
This helps to change
Sales Quotation.
Quotation is a
legal bonding
document
regarding
orders.
VA22 Changes can be
done on existing
Quotation.
Displaying
Sales
Quotation
Sales Quotation.
Display of
Customer
Quotation
document.
Sales Quotation.
Creating
Sales Order
Sales Order is an
agreement between Sales
Sales Order is
an agreement
VA01 Sales Order for
product &
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Process
step
role
Transac
tion
code
Expected
results
organization & Customer
to deliver products &
services to them for
defned prices, quantities
& time period. This can
be created with reference
to quotations &
contracts.
for sale of
products.
services required
by customer can
be created in
system.
Changing
Sales Order
Sales Order.
Sales order is
an agreement
for delivering
of products.
VA02 Changes can be
done on existing
sales Order.
Displaying
Sales Order
Sales Order.
Display of
Sales Order
can be done.
Sales Order.
To Create
Delivery
Determines the delivery
quantity of an item and
checks the availability of
the material. A delivery
is processed through one
shipping point.
Delivery of
items once
goods are
ready in stock
can be
created.
VL01N Delivery and
goods issue to
customers can be
done.
To Change
Delivery
details maintained in
Delivery.
Delivery
details for
items once
goods are
ready in stock
can be
changed.
VL02N We can change
details regarding
deliver of
products.
To Display
Delivery
This helps to view details
maintained in Delivery.
Delivery
details for
items once
goods are
ready in stock
can be viewed.
VL03N We can view
details regarding
deliver of
products.
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Process
step
role
Transac
tion
code
Expected
results
Creating
Billing
document
This helps to create
Billing document once
order has been delivered
and post goods issued.
This forms the
basis to
invoice the
customers
once goods
are delivered.
VF01 We can create
individually
billing document
once goods are
delivered.
Changing
Billing
document
Changes can
be done in the
billing
document
before
commercial
invoice is
made.
VF02 We can change
billing document
before commercial
invoice is made.
Display
Billing
document
Can View
Billing
Document.
VF03 We can view
Billing details.
Create
Excise
Invoice
Helps to create an Excise
Invoice with reference to
Commercial Invoice.
J1IIN Excise Invoice can
be created.
Reporting
Process
step
Business condition Business role Transaction
code
Sales
Summary
Provides an overview of sales
activities and address lists. It is
used to display information on
groups of customers or common
characteristics.
With the sales
summary, we
can: Prepare for
sales reports and
sales calls
VC/2
Customer
Hierarchy
With customer hierarchies we can
now create fexible hierarchies to
refect the structure of customer
organizations.
This helps to get
an overview of
customer org.
structure.
VDH2
Pricing A Pricing report basically helps to You get following V/LD
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Process
step
code
Report get the list of all the pricing details
which we have maintained in the
system. We can get details of all the
condition types including the
scales. We can get the details as
per our requirement i.e., Sales
org/Dc/Division/Plant /material
etc wise. The selection criteria
would be as per the Key
combination which you select in
the IMG screen
information from
pricing report.
1. It informs you
about the
customer specifc
price agreements
that were made
within a certain
period
2. From pricing
report you can
know which
condition records
exist for freight
charges
3. Which
condition records
exist for
customers in a
particular region
or country
List of
Customer
Material info.
Provides general overview of
customer details and the materials
info. Required from their end.
VD59
List of sales
Order
This helps to obtain information in
response to a customer inquiry. It
Display all orders for a certain
material and is check frequently to
review daily orders.
To review daily
orders.
VA05
List of Billing
Documents
It Display list of all billing
documents payer wise.
VF05
Inquiries List It Display list of all Inquiry
documents Customer wise.
VA15
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Process
step
code
Quotation
List
It Display list of all Quotation
documents customer wise.
VA25
List of
Outbound
Delivery
It Display list of all billing
documents payer wise.
VLO6F
Display
delivery
Challan
This document helps to view the
delivery documents for goods from
supplying plant.
VL22
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