Post on 25-Feb-2021
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SAP FICA (Scholarship Process)
SAP S/4 HANA Implementation Project
User Manual for F&A Staff Members.
Indian Institute of Science
Kindly reach out to sapsupport@iisc.ac.in in case of any discrepancy.
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Contents 1. Scholarship Posting ........................................................................................................................ 4
2. HRA Posting...................................................................................................................................... 9
3. Student Loan Process ................................................................................................................... 13
4. Cash Section ................................................................................................................................... 23
6. Cash Desk Closing .......................................................................................................................... 25
7. Medical Reimbursement process ............................................................................................... 28
8. Adjustments ................................................................................................................................... 29
9. Scholarship Payment Process ..................................................................................................... 30
9 Reverse Document ........................................................................................................................ 33
9 Student attendance update ......................................................................................................... 34
10. FICA Reports .................................................................................................................................. 35
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Abbreviation Stands For
AMS Academic Management System
AR Academic Assistant Registrar Academic Section
CGPA Cumulative Grade Point Average
DCC Department Curriculum Committee
DR Academic Deputy Registrar Academic Section
ERR Examination Result Registry
FICA Finance and Contract Accounting
HMS Hostel Management System
NON-RTP Non-Research Training Programme
PO Process Orchestration
PS Project Systems
RE-FX Real Estate Flexible Management
RTP Research Training Programme
SCC Senate Curriculum Committee
SCRC Senate Committee on Research conferment
SLcM Student Life Cycle Management
SOI Scheme of Instruction
TGPA Term Grade Point Average
FA Financial Assistance
AR Assistant Registrar
RA Research Associate
JRA Junior Research Associate
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1. Scholarship Posting
Internal scholarship: Staff Member to use the below tile to process the internal scholarship:
Execute the transaction Code – ZSLCM154
Enter the Academic Department, Select “All’, Scholarship processing Month start date and end date and
scholarship sector ‘Internal’ , on execution Staff Member will get the list of student.
Staff Member can select the student and click on ‘post scholarship’.
Document number is generated each student wise for internal scholarship.
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External scholarship: Staff Member to use the below tile to process the external scholarship:
Execute the transaction Code – ZSLCM154
Enter the academic department, select ‘All’, scholarship processing Month start date and end date and
scholarship sector ‘External’, on execution Staff Member will get the list of students.
External Staff Member must select the Month column, filter by each month and click on ‘Post the
Scholarship’.
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Request numbers are generated Month wise for external scholarship.
Once request number generated, Staff Member must use the below tile to process the request
numbers.
Staff Member to enter the request number, click on edit button and save.
Next step is to generate document numbers.
Staff Member to use the below tile to generate document numbers.
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Enter the date ID and Identification.
Identification can be alphanumerical or a number.
Under the Selection request tab, enter request number and save.
Next click on ‘Schedule Program’ run and select the background- Start Immediate.
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2. HRA Posting
Internal scholarship: Staff Member to use the below tile to process the internal HRA:
Staff Member can select the students and click on ‘post HRA’.
Document number is generated student wise for internal scholarship.
s
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External scholarship: Staff Member to use the below tile to process the external HRA:
Execute the transaction Code – ZSLCM168
Enter the academic department, select ‘All’, HRA processing Month start date and end date and
scholarship sector – ‘External’, on execution, Staff Member will get the list of students.
External Staff Member must select the Month column, filter by each Month and click on ‘Post the
Scholarship’.
Document number is generated student wise for external scholarship.
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Once request number generated, Staff Member to use the below tile to process the request
numbers.
Enter the request number, Click on edit button and save.
Next step is to generate document numbers.
Staff Member to use the below tile for generating document numbers.
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Enter the date ID and Identification.
Identification can be alphanumerical or a number.
Under the Selection request tab, enter request number and save.
Next click schedule program run and select the background- start immediate.
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3. Student Loan Process
F&A Staff Members must use the below tile for posting Loan documents.
Step No.
Tested By
Input Data
1 • Document date
• Posting date
• Document Type: FE
• Currency: INR
• Company Code
• Press Enter
• Fill Student
• Fill Contract account
• Fill the Contract
• Fill Main trans
• Fill Sub Trans
• Click on Post
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Press Enter
Press enter.
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Fill Student number, Contract Account No., Main, 1000, Sub-0200 and Amount, Contract
Press Enter and Click Save, then Doc no. is generated
Again Staff Member has to post the document with positive values
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Details of the entry posted:
1. Credit Entry of Rs. 25000) for payment to student. 2. Debit entry of Rs. 25000 for converting into Instalment Plan
Student loan Payment process
F&A Staff Members to use the below tile:
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Custom Selection Tab
Click the highlighted one
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Give the Document number
Bank Selection
Save Parameter.
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Next, click on the ‘Schedule Program’ run and select the Background and click ok.
Next, the Document is converted to Instalment plan.
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F&A Staff Members use to use the below tile to create instalment.
Enter Student number
Click on “Enter”
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Select the Document number, select the instalment plan type and enter the start date.
Click on continue.
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Save.
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4. Cash Section
Cash section Staff Members to use the below tile:
Click on, ‘Cash Desk’
Enter the student number and click on open items.
Click on post.
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Click on ‘Yes’ if Staff Member wants to print the receipt.
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6. Cash Desk Closing
Cash section Staff Members to use the below tile for closing Cash Desk.
It’s a daily activity at the end of each day.
Step1. Post withdrawal from cash desk.
Step2. Cash desk closing.
Click post withdrawal.
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Step2: Cash Desk closing.
Click on ‘Cash Desk closing’.
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Click on closing.
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7. Medical Reimbursement process
Uploaded in SAP GUI with T. Code: ZSLCM172
Use below format to post the document.
medical
reimbursement.xlsx
Use same format to post medical reimbursement for all students.
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8. Adjustments
Note: No Need to run manually, it’s a scheduled job.
Enter the date and Identification code
Identification code can be alphanumerical or a number.
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9. Scholarship Payment Process
F&A Staff Members to use the below tile for processing the scholarship.
Enter the Date ID
Enter identification: Any four characters.
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• Company code: 1000
• Due date: Scholarship running Month.
• Payment methods: CS (CANARA & SBI Bank)
Custom Selection Tab
Click custom selections
Doc type: SP & MR (SP= Scholarship, MR=Medical reimbursement)
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Under Bank Selection Tab,
Save parameter.
Next Click on the Schedule Program run and select the Background and click ok.
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9 Reverse Document
F&A Staff Members to use the below tile to reverse documents.
Enter Document number and click on save.
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9 Student attendance update
F&A Staff Members use the below tile to update student attendance.
1. Enter the SAP student number or SR number.
2. Select the Month.
3. Select year.
Click display data.
Enter ‘Number of Days Present’ and update.
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10. FICA Reports
1. Payslip summary.
F&A Staff Members to use the below tile for generating the report.
This report generates PG/PHD& UG Programs and Internal &External students for scholarship
gross amount and deductions.
2. YTD report.
F&A Staff Members use the below tile for generate report.
This report generates students’ transaction for scholarship in a financial year.
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3. Variance report.
F&A Staff Members to use the below tile to generate Variance report.
This report generates PG/PHD& UG Programs and Internal &External students for scholarship
gross amount and deductions – To compare any two Months reports for finding out variances.
4. Element wise report.
F&A Staff Members to use the below tile to generate ‘Element Wise report’.
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5. Medical Reimbursement Report.
F&A Staff Members use the below tile to generate Medical Reimbursement report.
6. SAF Loan report.
F&A Staff Members to use the below tile to generate SAP Loan report.
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7. Course wise summary report.
F&A Staff Members to use the below tile to generate Course wise Summary report.
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8. Bank Summary report with student wise.
F&A Staff Members to use the below tile to generate ‘Student wise Bank summary report’.