Module: Financial Accounting Project: ECOLOG SAP Implementation Deliverable: Business Scenario Document-AS IS Description Correction/Cancellation in Sales Invoices

History
Version Description of Change Author Date

1.0

Initial Draft

Ritesh Bora

08.06.2011

Contents
1. Business Process Name ............................................................................................................................3 1.1 Details of Workshop Held .................................................................................................................3 1.2 Process Area Overview .....................................................................................................................3 1.3 Process Diagrams ..............................................................................................................................4 1.4 Process Area Description ..................................................................................................................5 Participants ...............................................................................................................................................7

2.

Process Flow Legend

1.
Release 1.0

Business Process Name

Document Change Control Description Correction/Cancelation in Sales Invoices Writer Ritesh Bora Date 08/06/2011 Reviewer Date Approver Date

1.1

Details of Workshop Held

Location Conference Room Date 25/05/2011 30/05/2011 Time 17:00 to 18:00

1.2

Process Area Overview

Customer sends intimation of changes required. Billing department checks the invoice, If mistake is on Customer side it is communicated to him, In case of mistake on our side the Original Invoice is changed in Excel and issued the changed Invoice in PDF to Customer. (The Changes are recorded in form of Revision, so as to have a tracking with Orignal Invoice) Any changes on account of in complete documents from site, it is communicated to site accordingly and then the Invoice is changed in excel once confirmed from Site. The billing department checks whether the all Documents are in alignment and approved and then only go ahead with Changes in Invoicing. Invoice is re - created in excel & Converted in PDF and the details are maintained in Excel sheet. Rectified Invoice is then sent to the customer. If the Invoice is paid in Cash, the Finance Cash department sends the details to Billing Department. The Treasury team receives the Payments from Customer and sends the Details to Billing Department, Billing Department then updates the Details in the Original Excel sheet and then sends it to Finance for Reporting Purpose.

1.3

Process Diagrams

Changes in Invoice Communicated by Customer.

Billing department Rechecks the Invoice

All the documents are rechecked and the Corrections are requested from Site.

Error on Customer side is communicated to him.

Billing department makes the required changes in the Excel Invoice, Converted in to PDF & Sent to Customer

All the details are updated in Excel.

Treasury Team Receives the Customer Payments and then sends the details to Billing department If the Invoice is paid in Cash, the Finance Cash department sends the details to Billing Department.

The Full Details of the Transaction are sent to Finance For Reporting.

END

1.4

Process Area Description

Please refer to 1.2 and 1.3

07.Business Scenario Document-AS IS_Correction-Cancelation of sales Invoice.vsd

1.4.1

Geographical & Organizational Scope Delivery Note/Service List/Time Sheet Field Logistics - Plant Billing & Finance Head Office (Dubai)

1.4.2

Business Process Inputs Customer Name Contract Number Product/Service Price Milestone Achieved Tax applicable

1.4.3

Business Process Outputs Capturing of Changes in Customer Invoices and maintain the records in Excel.

1.4.4

Legacy Systems Being Replaced and/or Interfaced To Currently Customer Invoices are created in excel & Converted in PDF and the Details are maintained outside system.

1.4.5

To-Be Business process expectation of this Business Scenario The existing business process needs to be modified into the SAP system. Sales Invoicing should be On Line in System with full integration with Logistic and Finance Department.

2.
Role

Participants
Name

Logistics Head Assistant Sales Manager Sales Executive Logistics