1 Concise Encyclopedia of Atlas.ppt

Concise Encyclopedia of Atlas

Modified from other Presentation by Raghuraman N

A reference tool for terms used in Atlas and the

context with which they are used.

Contents in these slides are extracted from Oracle library wherever possible

A B C D E F G H I J

K L M N O P

Q R S T U V W Z

Main Menu

Navigation: Click on the first letter of the word you want to know about For example, if you want to know about “About Atlas ” - click on “A”.

Concise Encyclopedia of AtlasNote: Before starting the slide show Click on slide show, sub option set up show, then loop until ‘esc’

Y

Click this icon to reach this slide from any slide

Click on the alphabets on top of each slide to reach index

ABC

A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

Attributes

About Atlas

Assets

Allocation

Assembly Pull AR Invoices

Ageing Analysis

Accrual Concept

Accounting Calendar

Acceptance Access Control Account code structure Account segment

Accuracy

Accounts Payable

Adjustments Ageing Buckets

Approvals in Atlas

Auto Accounting

ADI

Accounting Currency Accounting Errors

Accounting methods Accounting of Transactions

Accounts Receivable Accrue through date

Advance

Alerts Allocation Run Applied

Backorder and Backorder lines

Balance of Systems

Bank Documents Basic Cost

Bill of Materials

Balance Reconciliation

Banks Based on Roll up

Batch Processing

Bill to Address

BP Solar Customised Reports

Buyer

BOM Enabled

AB C D E F G H I J K L M N O P Q R S T U V W X Y Z

Block of assets

Cash Management Calendar Capital in Process (CIP) Chart of Accounts

Closing of Books

Cost types

Credit memo invoices Customer Additional Information

Customisation Customer Master

Cycle Count

Common data base Consumption

Corrections Cost Management

Cost update COGS Cost of items

Company Code


Descriptive Flex Fields

Departments

Drawings

Dates in Atlas Debit memos

Depreciation

Documents

Duplication of records


Employee Master

Engineering Bills

Expense allocations

Errors

Excise Invoice Number

Expense invoices

Export Oriented Units

Engineering module

Engineering change order

Entry of data

Excise data


Events Exchange rates, types

Failed Request Fixed Assets

Flex fields

Flow chart for Fixed asset Cycle

Flow chart for Order to cash cycle

Flow chart for Inventory Cycle

Flow chart for Projects Cycle

Fixed overhead

Flow chart for General Ledger Cycle

Flow chart for manufacturing Cycle

Flow chart for Purchase to Pay Cycle

Frozen Cost


Flow chart for Item creation Cycle

Gain and losses of Foreign Currency

Transactions

Gods Awaiting Inspection

Goods in Transit


Holds in Oracle

Hierarchy in System


Invoice due calculations

Inventory Valuation

Item sequence

Import of Transactions

Invoices

Items Item Classification

Inventory Transactions

Item Master

Invoice Price variance

Item Assignment

Inventory ParametersInterface Managers

Inter Org/unit transfers

India Localisation Integration to GL

Inter Company Transactions

Inter Company Code

Interface Errors

Inventory Attributes

Inventory Periods

Invoicing Attributes


JournalsJob Orders

Job order Closure /Completion Job Order Status


Key Flex Field


Lead time Level 1, Level 2 Support

Local use codes Localisation Attributes

Locations Lot Control


Manufacturing variance

Material Mix Adjustments

Material Consumption methods

Modules

Month End Process

Material Cost

Material Issues


Non-Nettable warehouse

Netting off customer and Supplier balances

Negative Inventory not allowed


Organisation Code

Order to cash Process

Outside Processing

Overheads

Organization


Parameters

Purchase Agreements

Planned Orders

Payment Terms

Purchase Matching options

Payment Process

Project

Payment batches

Project Tasks Project WIP

Picked but not shipped Planners Planning

Planning attributes

Printers

Pre-payments

Process

Price List (SO)

Payable Accounting process

Project Accounting Project COGS

Pick Release

PRC: Project requests

Printed Cheques Process reengineering

Project Sales Orders

Packing List

Periods

Project Revenue Project PurchasesProject Events

Posting in General Ledger

Purchase Order creation Process Purchase Orders (Standard)

Purchase order Lines Purchase Order Status

Purchase Price variance Purchase Requisitions

Purchasing Attributes

Purchase to Pay Process

Purchasing Entries Purchasing parameters


Planner Workbench

Quality Inspection

Quarantine locations


Receiving Parameters

Receipt Tolerance

Requests

Return to Vendors

Routing

Resources


Re-validation

Rejects

Responsibilities

Roll up of Costs

Sales Order

Sales Channels

Sales order Lines Sales Returns

Scheduled Reports Shortage

Standard Operations

Sub-ledgers

Supplier Master

Sales Order Types

Sales Order Headers

Sales Person

Scrap

Standard Cost

Supplier Additional Information

Surcharge on Taxes


Tax Categories

Tax Lines

Tax Deducted at Source

Tax Codes

Transaction accounting


Tax types


Unaccounted Transactions

Unearned Revenue Unit of measurement

Under Absorption

Unallocated Receipts

Unbilled Receivables

Validation

Variance

Valuation of stock

Variable Overheads Value Added taxes


Work Break-down structure

WIP AttributesWIP (Work in progress)


WattsWare house (Sub-inventory)

WIP Classes

WIP Value Summary

WIP Parameters

Workflow Engine

Yield


Zero tolerance in receipts


Atlas is an ‘acronym’ used by BP Global to refer the ERP system used by all the BP Solar Companies.

Atlas is an Oracle ERP system based on version 11.5.10.2

Atlas used as a ‘single instance-multiple org system’, hence Common account structure is used across the user companies.

The user companies are defined as Organisations in Atlas and are associated with a company code.

About Atlas

A

Acceptance

Acceptance of materials received through Stores is carried out by Quality Function. As a process the accepted materials are moved to storage by the Stores Function.

Acceptance includes rejection and hence, unless the delivery of materials to the reject sub-inventory is complete, the quantity of materials rejected gets reflected in the Quality sub-inventory only.

Unless the acceptance activity in the system is completed, the GRIN will not have value based receipts.

While matching the GRIN in Finance, one more acceptance screen appears in the system as process flow but Finance do not perform reject activity in the system.

Also see matching options in Purchasing

A

Access Control in Atlas is based on the guidelines of SOX Internal control followed by DCT.

The access is provided only on need based, duly suggested and approved by the department head, manager of the department, CFO and the level 1 (in the same order)

Access to other modules are restricted to the inquiry level only. This is to enable the user accessing few reports which may be useful for conduct of their business.

Access Control

A

For the purpose of common understanding and flow of accounting, BP Solar introduced unique account code structure, to be used in Atlas among all the user companies.

The terms and descriptions are commonly used by almost all the companies.

This unique structure enables all the users speak of specific account with same understanding.

The Account code structure segmented to differentiate the expenses and revenues which can be analysed as per the departments contributing them and assets and liabilities for the entity.

The account code structure is a combination of 29 characters as defined in Account segments

Account Code Structure

A

One of up to 6 different sections of the Accounting Flexfield used by BP Solar , which together make up a general ledger account code.

Each segment is separated from the other segments by a symbol ‘-’.

Each segment typically represents an element of the business structure, such as

Organisation, 3 chars (all numerals)

Department (cost centre), 4 chars (all numerals)

Natural Accounts, 5 chars (all numerals)

Local use code, 7 chars (alpha numerals)

Inter Company code and 5 chars (all numerals)

Company . 5 chars (all numerals)

In total, there are 29 characters in an account code

Account segment

A

The calendar that defines accounting periods and fiscal years in Oracle General Ledger.

Accounting calendars are defined using the Accounting Calendar window.

Oracle Financial Analyzer will automatically create a Time dimension using the accounting calendar.

The Accounting calendar used by BP Solar is called 4-4-5 calendar

The accounting calendar always starts on Jan 1st and ends on 31st December every year.

As a process change, the quarter ends on last date of the quarter for easy accounting and analysis.

All months other than quarters ends on 4th Friday of the month.

Accounting Calendar

A

Accounting Currency

A term used to refer to the currency in which accounting data is maintained. In Oracle the term accounting currency is referred as Functional Currency.

The functional currency is usually the currency in which most of the business transactions are performed.

Functional currency defined for each set of books in the Set of Books window.

When an invoice is entered and paid in a foreign currency, General Ledger automatically converts the foreign currency into functional currency based on the exchange rate defined. General Ledger creates journal entries for multiple currency invoices and payments in both your foreign and functional currencies.

The Functional currency for TATA BP Solar is Indian Rupee. The exchange rates at which the other currency transactions are

converted into are defined in advance for any month.

A

Accounting Errors

Atlas has built in check points to identify the errors in accounting. They are set up in almost all the modules to enable the users identify

the errors in advance and correct the same before processing the next levels.

Also the errors generated from the sub-ledgers which passes the check points undetected (due to work flow) will get identified at the time of import into GL.

These transactions are available in the GL interface for correction. Posting of erroneous transactions is not possible in the system. This calls for correction at the GL module and posted again. Accounting errors may be in the form of entry in the unopened period,

imbalanced entries, wrong account code combination etc..,

A

Accounting Methods

The method selected for recording accounts payable transactions. The options are between accrual basis, cash basis, or combined

basis of accounting. With accrual basis accounting, General Ledger creates journal

entries for invoices and payments. With cash basis accounting, General Ledger creates journal

entries only after you make payments. With combined basis accounting, General Ledger creates journal

entries for invoices and payments to post to your accrual set of books and creates journal entries for payments to post to your cash set of books.

The Accounting method selected for TATA BP (and BP Solar in particular) is Accrual

A

Accounting of Transactions

Accounting of transactions in atlas happens at the sub-ledger level. Each sub-ledger updates its data base in the system with regard to

the transactions and export to the General ledger mode through Scheduled reports (requests).

The reason for update of transaction at the sub-ledger level is to allow the user identify the root and details of each transaction (through drill down process)

To distinguish the status of transactions, ‘accounted’ status refers to accounting in the sub-ledger and ‘posted’ status refers to posting of the same in General Ledger.

Unless the posting is complete the transactions of the sub-ledger do not match with the details of the Trial balance

A

Accounts Payable

Accounts Payable in Atlas refers to the activities including accounting of receipts, expenses and payments to Vendors and employees.

The detailed accounts payable activities are explained in Purchase to Pay (P2P) cycle.

Accounts payable is one of the sub-ledger where in all the payable transactions (as referred above) are accounted.

Extracts of accounts payable transactions are posted in GL periodically

A

Accounts Receivable

Accounts Receivable in Atlas refers to the activities including accounting of sales, project revenues and receipts from Customers.

The detailed accounts payable activities are explained in Order to Cash (O2C) cycle.

Accounts Receivable is one of the sub-ledger where in all the receivable transactions (as referred above) are accounted.

Extracts of accounts receivable transactions are posted in GL periodically

A

Accrual concept

A method of accounting in which you recognize revenues in the accounting period in which you earn revenues and recognize expenses in the accounting period in which you incur the expense. Both revenues and expenses need to be measurable to be reportable.

Actual journal entries are created for the amount of the receipt liabilities, debiting the receiving inspection account and crediting the expense accrual liability account.

Accrual journal entries are created when you enter receiving transactions. Purchasing creates adjusting journal entries if you correct your receiving transactions.

A

Accrue through date

The date through which revenue for projects accrued.

Oracle Projects picks up expenditure items having an expenditure item date on or before this date, and events having a completion date on or before this date, when accruing revenue.

An exception to this rule are projects that use cost-to-cost revenue accrual; in this case, the accrue through date used is the PA Date of the expenditure item's cost distribution lines.

A

Accuracy

Accuracy is inbuilt in Atlas in such a way that errors are flashed out at each and every transaction source.

The internal control built in Atlas provides opportunity to identify the wrongness in the data entered and corrected before proceeding to the next level.

Necessary care has been taken in training the transaction initiators for error free

Corrections happen even at the time of posting the data in GL.

A

ADI – Application Desktop Integrator

Applications Desktop Integrator (ADI) is a spreadsheet-based extension to select Oracle Applications that offers full cycle accounting and asset management within the comfort and familiarity of a spreadsheet.

ADI combines a spreadsheet's ease of use with the power of Oracle Applications, to provide true desktop integration during every phase of your accounting cycle.

Creation of budgets, recording of transactions, addition of assets, reconciliation of inventory, and running financial statements and inventory reports can be performed without leaving spreadsheet.

The Request Center enhances reporting capabilities, using Excel to help publishing reports to a spreadsheet, printer, or the Web.

A

Adjustments

Though the accuracy of transactions are built in the system through the internal control set up, there are chances that the system will reflect wrong reports due to the selection of wrong masters and events while creating PO / JO / SO.

Correction is possible if the mistake is identified at the earliest stage and the subsequent actions were not initiated.

If the transaction is matured beyond correction stage, it is possible to make necessary adjustments in the system at respective modules as well as at GL level.

A

Advance

Advances in Oracle refers to receipt or payment of money before recording the invoice.

To track the advances paid or received, special reports were customised in Atlas.

Advance payments are routed through creation of Prepayment invoice and release of payments against the same. The prepayments are applied to the AP invoices upon its creation.

To avoid over / excess payments, alerts were customised to warn the existence of prepayments against the vendor.

Advance receipt of money can be against Sale orders or on account. The same can be allocated subsequently to the invoice.

Also refer prepayment invoices Also refer application of receipts

A

Ageing Analysis

Aging analysis normally done to review information about open items. These analysis reports can provide both detail and summary

information about customer's / supplier’s current and past due invoices, debit memos, and charge backs.

Ageing analysis of Receivables also gives the option to see on-account credits, and on-account and unapplied cash amounts.

In payables, Invoice Ageing report is used to view unpaid invoices. This report provides information about invoice payments due within four time periods specified in the Aging Periods window.

When multiple currencies are used, the report converts invoice amounts into the functional currency.

A

Ageing Buckets

In Oracle Receivables and Oracle Payables, time periods are defined to age debit items.

Aging buckets are used in the Aging reports to see both current and outstanding debit items.

GL Desktop Integrator uses the aging buckets you define for its Invoice Aging Report.

Aging buckets are time periods that can be used to review and report on open receivables.

Ageing buckets can be selected as parameter in the payables ageing invoices report.

A

Alerts

Alert is an entity defined in the system that checks database for a specific condition and sends or prints messages based on the information found in your database.

Alert input is a parameter that determines the exact definition of the alert condition. Different input can be set for different values depending upon when and to whom the alerts are sent.

Alert output is a value that changes based on the outcome at the time Oracle Alert checks the alert condition. Oracle Alert uses outputs in the message sent to the alert recipient, although there is no need to display all outputs in the alert message.

A

Allocation

Allocation is a method for distributing existing amounts between and within projects and tasks. The allocation feature uses existing project amounts to generate expenditure items for specified projects.

An allocation entry is used in Oracle to allocate revenues or costs. This can be an one-off or recurring journal

Allocation method is an attribute of an allocation rule that specifies how the rule collects and allocates the amounts in the source pool.

There are two allocation methods, full allocation and incremental allocation.

See also full allocation, incremental allocationAn allocation rule is a set of attributes that describes how one wants to

allocate amounts in a source pool to specified target projects and tasks.

See also Allocation Run for Projects PRC.

A

Allocation run

Allocation of Inventory cost to projects happens through automated process set up in Projects and Inventory module.

Inventory accounting for projects happens at two points of time

1. Delivery of materials for Project sales orders

2. Consumption of materials for R&D projects.

In case of materials delivery, the Red program runs at the back end at specific intervals for accounting of inventory picked and delivered against the project sales orders.

In case of R&D material issue, the accounting happens at the time of transaction.

A

Applied

Payment in which you record the entire amount as settlement for one or more debit items.

Advances paid (against prepayment invoices) can be applied to one or more invoices to offset the amount payable on the invoice(s).

While applying a prepayment to an invoice, all available prepayment Item distributions for the same supplier in the Apply/ Unapply Prepayments window can be seen. Prepayment can be applied in full or partial.

Prepayment can be applied only to the total amount of available prepayment Item distributions and / or can be applied only to the total amount of the invoice record. Also it is not possible to enter a number for prepayment amount that exceeds the unpaid invoice amount.

A

Approvals in Atlas

Atlas requires approval of transactions at every level as per the work flow.

Approvals are required for Purchase requisition and Purchase orders.

Approval levels are set up in the system in line with the approval authority sanctioned by the Board.

Hierarchy set up in the system for the purpose of escalation in cases of transactions exceeding the approval limits.

Notification summary lined up for intimation of approval requirements in the system.

A

AR Invoices

An Accounts Receivable Invoice (popularly referred as AR invoice) in Atlas is the final invoice created after despatch of materials in the system.

An AR invoice in Atlas is customised to the needs of TATA BPAn AR invoice number is recorded in the Accounts receivable module

for accounting the sale transaction.

An AR invoice usually generated automatically by the receivables system to avoid assigning duplicate numbers.

Also see Invoices

A

Assets

An object of value owned by a corporation or business. Assets are entered Oracle Projects as non-labor resources. Fixed assets generally have a life of more than one year,

are acquired for use in the operation of the business, and are not intended for resale to customers.

Assets differ from inventory items since you use them rather than sell them.

Asset account is a general ledger account to which you charge the cost of an asset when you purchase it.

Asset unit is a measure for the number of asset parts tracked in Oracle Assets.

A

Assembly Pull

Assembly pull in Atlas means accounting of all the materials as per the Production order as they are consumed.

In this process, there is no manual entry made by the Issuing function (stores) for issue of materials to the specific job order.

To avoid the time loss in accounting of issues, the assembly pull option has been selected.

As per the BP Solar, all materials other than Cell and wafers are subject to assembly pull.

Assembly pull accounting happens at the time of completing the job order and variance accounting happens at the time of closing the job order.

Also read about the Assembly Push

A

Attributes

An Oracle Financial Analyzer database object that links or relates the

values of two dimensions. Item attributes are the collection of information about an item. An item

type attribute is defined as a variable whose value can be looked up and set by the application that maintains the item.

An item type attribute and its value is available to all activities in a process.

Attributes can be defined / maintained at the Master level or the Organization level.

Attributes at the Master level are the same across all organizations. To update Master level attributes use the Master Item window.

When an attribute is maintained at Organisation level, different attribute values can be maintained at each organization, To update Organization level item attributes use the Organization Item window.

A

Auto Accounting

Oracle allows defining auto accounting set up in the receivables to determine the general ledger accounts for transactions.

Transactions can be entered manually or by using import through Auto Invoice program.

At TATA BP, we are using auto invoicing programs for importing accounts for all the invoices other than the project invoices, debit notes and credit notes.

Receivables creates default accounts for revenue, receivable, freight, tax, unearned revenue, unbilled receivable, finance charges, bills receivables accounts, and Auto Invoice clearing (suspense) accounts using this information.

In Oracle Projects, auto accounting is a feature that automatically determines the account coding for an accounting transaction based on the project, task, employee, and expenditure information.

A

Backorder and backorder lines

Backorder - An unfulfilled customer order or commitment.

Oracle Order Management allows you to create backorders automatically or manually from released order lines.

Backorder lines - Unfulfilled order line details which have failed to be released at least once by Pick Release or have been backordered by Ship Confirm.

B

Balance of Systems

For the purpose of monitoring and reporting , inventory in BP Solar has been segregated as Cells, Modules and Balance of systems.

The Balance of systems refers to all the materials which not forming part of Cell, Module and raw materials used for production of Cells and Modules.

The balance of systems are shortly referred as BOS in the all the inventory related meetings and presentations.

The part numbers beginning with sequence 2xxx and sequence7xxx are allocated for BOS materials.

The Finished goods of BOS are falling under 7xxx sequence and the raw materials required for Finished BOS are falling under 2xxx sequence.

B

Balance Reconciliation

Though the Atlas transactions are interlinked with each and every related module, there is a need for reconciliation between modules due to following reasons.

Data update in the sub-ledgers are happening at dynamic level and instantaneously.

Data update in the General ledger happens at periodic intervals since they are posted in batches.

The GL update is manual in the system since it provides opportunity to identify the errors (if any) and rectification before they are posted.

Chances of journal entries belonging to the sub-ledgers may be stuck in the interface due to errors in the transaction lines.

B

Banks

Banks are defined in the Oracle system in both Accounts Receivable and Accounts payable modules.

Each and every bank can have details about the address, payable documents and multi currency options

In cash management, Oracle Banks definition allows to enter the accounts for clearing, bank charges and errors.

In TATA BP, we use distinct bank accounts for both EoU and Non-EoU transactions.

All the Bank transactions are recorded in the system with the ledger accounts they are mapped.

B

Bank Documents

Bank payment documents are created for each and every type of payments.

These documents define the disbursement methods, payment format, payment type, last used document number, last available document number, General ledger accounts mapped and its active period.

In this section, we can void the unused documents if they are not required for further processing.

As a control, the oracle system do not allow creation of two document sequences with same document number in the range.

As a document control, we have the sequence for transaction involving letter documents also.

Also system will lock the usage of documents if more than one user trying to use the same document.

B

Based on Roll up

This control is associated with creation of items

When this control is set to ‘yes’, it indicates whether the costs are rolled up based on the Bill of material and routing associated with it.

Generally all assembly items have this control turned on and all purchased items have this control turned off.

This attribute is set to ‘yes’ in the item template for all Finished goods and sub-assemblies in the item templates.

To add additional cost for adjustments (say for cells manufactured in different location having the same part number) , we need to turn this control off and process additional lines.

B

Basic Cost

Basic cost refers to the value equal to the material cost of the purchased items.

Cost for purchased items consists all costs associated with the same for incurred while performing purchasing transactions.

These additional costs may be taxes, duties and freight incurred on procurement and are referred as material over head in the Atlas system.

For all practical purposes, the Purchase Price variance is calculated by comparing the basic price in the standard cost and the basic purchase price.

B

Batch Processing

All the transactions in the various modules are accounted at line level in respective sub-ledgers.

These transactions were imported into the General Ledger periodically either manually or through scheduled programs.

During import of these transactions, journal batches are created for each sub-ledger module.

These batches are validated and posted in the general ledger. To avoid multiple accounting of the same transactions, batches are created with distinct batch id from the sub-ledgers.

B

Bill of Material

A list of component items associated with a parent item and information about how each item relates to the parent item.

Oracle Manufacturing supports standard, model, option class, and planning bills. The item information on a bill depends on the item type and bill type.

The most common type of bill is a standard bill of material. It specifies the required quantity for each component plus other

information to control work in process, material planning, and other Oracle Manufacturing functions

One can create either an engineering or manufacturing bill, copy an existing bill, or reference a common bill.

Bills creates exists in the current organization only. Bills can be copied to other organisations also.

B

Bill to Address

The customer's billing address. It is also known as invoice-to address.

It is also used as a level of detail when defining a forecast.

If a forecast has a bill-to address associated with it, a sales order only consumes that forecast if the bill-to address is the same.

There can be multiple Bill to Address for a single customer but the Invoice can be generated only to the bill to address selected as primary.

This is also referred as ‘Bill to site’.

B

Block of assets

This terms refers to set of assets falling in the same block.

As per Income Tax requirement, assets falling under the same block needs to charged with depreciation at specified rate at written down value method.

This is covered by the India localisation module for Fixed Assets.

B

BOM enabled

This option when checked, allows to define a bill of material for an item, or to assign the item as a component on a bill.

By default all the assembly items have this option set with checked status by using template.

B

BP Solar Customised reports

Though Oracle system provides number of reports ceded in various modules, there are few reports as required by BP Solar Management were customised and maintained.

These reports are designed and customised in line with their utility and ease of extraction by the users.

To edit (either to add or delete) the contents of the report format, permission from BP Solar user group is must according to the Change Management policy of DCT.

List of reports and their utility are covered in the annexure.

B

Buyer

Buyer in Oracle refers to the person responsible for placing item resupply orders with suppliers and negotiating supplier contracts

As per SOX guidelines, the purchasing options are provided only to those who has been identified as buyer in the system.

The Buyer can only place the purchase order and cannot approve the Purchase order.

The Buyer can convert the Purchase requisition created in the system into a valid Purchase order.

B

Cash Management

Oracle Cash Management is an enterprise cash management solution that helps you effectively manage and control your cash cycle.

It provides comprehensive bank reconciliation and flexible cash forecasting.

In Tata BP we use the manual bank reconciliation only.

All receipts and payments are subject to reconciliation and at present, we are online with the bank statements.

C

Calendar

A calendar consists of 12 months period with starting and ending dates for each oracle licensed user.

The Calendar for TATA BP is in line with BP Solar accounting calendars consisting 12 monthly periods starting Jan 1st and ending on 31st December every year.

The Calendar followed is called 13 week calendar. This will have 4 weeks for months 1 & 2 for every quarter and quarter ends on the last day of the quarter as per the fiscal calendar.

Hence the month ends on 4th Friday every month and quarter ends on 31st March, 30th June, 30th Sept and 31st Dec every year.

The month end dates for the year 2008 are as per annexure. A company can have multiple calendars for multiple purposes with

distinct period breaks.

C

Capital in Process (aka Construction in process)

A construction-in-process (CIP) asset is an asset being constructed over a period of time. Users can create and maintain CIP assets as they spend money for raw materials and labor to construct them.

Since a CIP asset is not yet in use, it does not depreciate. When you finish building the CIP asset, you can place it in service and begin depreciating it.

CIP Assets can be tracked in either project or FA module.

CIP assets are capitalised when they ready to be placed in service. During capitalisation, Oracle Assets changes the asset type from CIP

to Capitalized, changes the date placed in service to the date entered, sets the cost to the sum of all source lines for the asset, and re-defaults the depreciation rules from the asset category.

Oracle Assets creates an Addition transaction for an asset added in a prior period or changes the CIP Addition transaction to an Addition for an asset added in the current period.

C

Chart of Accounts & structure

Chart of accounts structure refers to a classification of account segment values that assigns a particular range of values a common characteristic. Groupings used in Atlas are Assets 1xxxx Liabilities 2xxxx

Revenues 3xxxx COGS 4xxxx Employee related expenses 5xxxx Other expenses 6xxxx or 7xxxx or 8xxxx

For detailed note on Account structure followed in BP Solar as well as in Tata BP, pls refer Account code structure and account segments.

C

Closing of books

Books are closed every month on the last day of the month as per the calendar.

While closing, care will be taken to the effect that there is no transaction in process.

The Books are closed in the order of Inventory, Receivables, Purchases, Payables, Projects, Fixed Assets and General Ledger.

Inventory module cannot be reopened (permanently closed)

Inventory is closed for all the organisations and other modules are closed at the entity level.

FA & receivables cannot be closed unless all the transactions are accounted in GL.

Pending AP transactions can be swept to next period.

C

Company code

Company code is a five digit numeric code used as one of the six accounting segment.

This code is used to denote the transactions belonging to the company.

The same code is replicated in the master as Inter company code and used in all inter-company transactions in the system.

The Company code for TATA BP is 17327

C

Common data base

The very idea behind having a system with single instance license is to have a commonality among the BP Solar companies regarding the account structure, part number sequence, customer master supplier master etc..,

The data base used by all the Atlas using companies is common and the server consisting the data base is situate at Tulsa , US.

All the users are using the Atlas via web only.

The maintenance of data base and the support services are outsourced

C

Consumption

There are two types of consumption of materials for the job order.

Assembly Pull – refers to the method wherein all the materials as per Bill of material gets consumed upon completion of the job order.

Push – refers to the method wherein Stores personnel issues material manually and enter into Atlas for the specific job order.

Due to the huge cost association, cell and wafers are consumed by Push method and all other materials are consumed though assembly pull method.

C

Corrections

Though the Oracle system is interlinked and all the transactions are as per the lead documents (like Purchase order, sales order, job order etc..,) there are options to correct the data at appropriate levels.

GRINs – can be corrected if not matched in Finance PO – can be corrected if the receipts are not completeSO – can be corrected if the despatches were not completed.Journals – can be corrected if they were pending posting (due to

mismatch in value, period not available etc..,)

How ever, correction of GRIN is not recommended since the output customisation is cumbersome and the document might produce distorted data.

C

Cost management

Cost management automatically costs and values all inventory, work in process and purchasing transactions.

This provides flexible cost set up features, including multiple cost elements and unlimited sub-elements, resources, overheads and activities.

Cost management provides comprehensive valuation and variance reporting. Perpetual inventory and work in process balances are maintained on-line.

Cost management support both Standard and Average Costing. BP Solar selected Standard Costing method in Atlas. The Cost manager is scheduled to run every five minutes to get all the

inventory valuations performed at the earliest time. This is a global set up.

C

Cost of Goods Sold (COGS)

Cost of goods sold (COGS) refers to the total item costs associated with the products sold. In this report, COGS is the cost of goods shipped as booked to the COGS account in Oracle Shipping.

For organisations using standard costing as method of costing, standard cost of the materials despatched are considered as Cost of goods sold.

By design, the account structure having general accounts starting with 4**** are considered as COGS. Entries into these accounts are mapped in such a way that the standard cost value of the materials despatched were accounted immediately after the shipment.

Other COGS expenses are mapped either through Purchase orders or by manual entries.

C

Cost of Items

Cost of items in Atlas refers to the total cost of materials as recorded in the standard cost set up.

The Cost of items consists

Basic material cost – referred as Material cost

Taxes to the materials – referred as Material overhead

processing charges – referred as Outside processing cost (OSP)

Manufacturing expenses – referred as

General expenses charged to the product – referred as overheads

C

Cost types

Standard cost is the cost type used by the BP solar in Atlas.

The costs are first rolled up at the pending level and then updated to Frozen cost.

For all purposes, costs available in the Frozen cost will only be considered for accounting, valuation and analysis in the Atlas system.

To identify the cost flow year on year for any item, we also use new cost types while trying new standard cost (like H12008 , H22008)

C

Cost update

Since BP Solar is using Standard cost in the Atlas system, the update of standard cost has been limited to fewer times in a year.

Cost update happens at the pending level.

Unless the updated cost was frozen, the transactions will not carry the new cost in the system.

Cost update happens only twice in a year – Jan & Jul .

Variance in cost values between two updates are accounted to Standard cost adjustment account to identify the impact.

C

Credit memo invoices

These are invoices created to off set the liability of the standard invoices when ever there is a need to adjust the payment.

These invoices are selected along with original invoices before releasing payments.

Oracle India Localisation supports creation of pre-validated automatic credit memos while deducting tax at source (with holding of tax in other countries) as per statutory requirement.

C

Customer additional information

This is an India Localisation additional feature.

In this section, details of customers such as their TIN number, Sales Tax registration numbers, Service Tax registration number, Central Excise registration numbers can be recorded.

These information are tracked and printed while printing customer invoices.

These are statutory requirements.

C

Customer master

In customer master, we record all primary information about the customers like their name, address, sales person associated with the customer, payment term agreed, the customer contact number, etc..,

C

Customisation

Though Oracle has been selected as a single system to be used by all the BP Solar companies situate across continents, to ease the utility, BP Solar has customised various reports and provided to the users.

For easy identification, the customised reports are added with ‘BP Solar’ along the report name.

If the reports are specially required for any region , the region’s name also added with the report name to avoid confusion.

C

Cycle Count

Cycle count is the process by which the quantity mismatch between the physical count and the system value are rectified on a periodical basis.

To enable system generated cycle counting, all items should have been checked up for the same.

In this process, we can define the item as A class or B class or C class based on their volume or value or both.

System generates random cycle count list as per the time table defined and the same can be counted and rectified.

For detailed process, refer the flow chart for Inventory cycle count.

C

raghurn

Dates in Atlas

Date of accounting refers to the date of accounting at the sub-ledger level and not the date of posting in general ledger.

Date of Entry (transactions) refers to the date on which the entry has been created in the system.

Date of removal of goods in the excise invoice refers to the shipment date and time as per Atlas.

D

Debit Memos

Debit memos are entered in the Invoices window to off set the liability created on account of original invoices as per the needs.

When the original invoices are created, accounted and approved, it is better to create debit memos in the AR system to off set the liabilities.

The process of creating debit memo is same as that of standard invoice except the type of invoice needs to be changed and the value to be entered in negative.

Debit memos are matched to the original invoice.

Similar treatment for AP invoices are performed through Credit memos.

D

Departments

The Organisational functions are depicted in Oracle as Departments.

Each department has unique code number in the chart of accounts.

All the expenses and revenues relating to the function are accounted with department code

Departments used in the Production orders are referred as order class.

Department code in Atlas is a four digit numeric number.

It is possible to generate reports from Oracle using department as selection criteria.

D

Depreciation

Depreciation refers to the method by which the value of assets gets diminished over its useful life.

In Oracle depreciation calculation is set with the asset category.

Various methods of depreciation is available in Oracle system.

BP Solar follows straight line method of depreciation.

Depreciation methods can be set for different set of books.

Additional methods of depreciation can be provided in the Oracle system with additional books (need not be linked to accounting but can be extracted for analysis)

D

Descriptive Flex Fields (DFF)

A field that can be configured to capture additional information required by business but not otherwise tracked by Oracle Applications.

The Entire India Localisation data are captured through DFFs only.

The DFF can be a controlling parameter also like the DFF in India Local Inventory fields control the excise related transactions. These fields are referred as Developer Descriptive Flex Fields and in most cases are of ceded type.

DFFs are normally used in the Business to avoid excessive customisation in the system.

D

Documents

Documents in Atlas refers to the output reports used for business transactions.

These are customised to provide the necessary statutory and business information.

Examples of such documents are Purchase Order, Goods Receipt Cum Inspection Note (GRIN) , Sales order, Excise Invoice etc..,

D

Drawings

Drawings are only referred in the Item master in the specific DFF.

As per the present facilities, it is not possible to have Drawings in the Atlas database.

It is also not possible to attach the drawings along with the PO , SO, JO in Atlas.

D

Duplication of Records

Atlas ERP system do not permit duplication of records in the system by the way the set up has been made.

This acts as a strong internal control process to avoid over booking of expenses.

How ever, it is possible to extract duplicate reports from the system as they do not involve in accounting.

The document number / reference number act as the control trigger to warn the duplicity of the document.

A record reference can be termed as duplicate if all the characters are identical (including special characters and spaces between)

D

Engineering Bills

Engineering Bills can be defined in Engineering Module as an alternate for a manufacturing bill or routing. This enables to prototype variations from the primary bill of material that produce the same assembly.

Engineering lets you assign manufacturing and engineering items as components to the engineering bill of material.

E

Engineering Change Order

A record of revisions to one or more items usually released by engineering. These revisions are referred as Engineering Change Orders.

The purpose of an ECO can be recorded as ECO reasons in the change orders.

The ECO classification can be used to track and control an ECO's life cycle. ECO statuses include: Open, Hold, Release, Schedule, Implement, and Cancelled.

Change order sequence can also be maintained in the system for tracking. Also the effective date from when the ECO to be active can be maintained.

ECOs can be enabled to be included in the MRP and other other planning schedules.

E

Engineering Module

In this module, we can create, maintain and change the Bills of materials, routings, Departments, Standard operations and resources.

A prototype part, material, subassembly, assembly, or product not yet released to production are maintained as Engineering Item.

E

Employee Master

Atlas provides option of having employee master in the system.

In this master we can have details like e-mail id, employee number, the supervisor to whom he/she is reporting and the position such as sales person, buyer, logistics manager etc..,

The automatic referral of PR / PO for approval is by the supervisor – sub-ordinate relationship in this master.

Update into list of buyers and sales person are not possible unless the name is available in the employee master.

E

Entry of data

Data Entry are of two types – system generated ones due to some triggers and the manual transactions

System generated transactions are based on some triggers happening due to other actions in Atlas. This include transactions on Material receipt, material issue, job order completion / closure, sales order despatch, variance accounting, project recognition etc..,

Accounting entries for these are automated and are following rules defined in the system.

Manual entries are usually performed in Finance and occasionally in Inventory, Receivables and Payables.

E

Errors

Errors in Oracle can be of two types. Errors in the process as well as errors in the reports.

Errors in the process are reflected by way of an alert explaining the error, the reason and the status of process.

Errors while running reports are in the nature of warning or error with or without output. Normally these errors develop the log file containing the detailed information about the error with checklist.

Users are trained to inform the admin team about the errors.

E

Events

In Oracle Projects, a summary level transaction assigned to a project or top task that records work completed and generates revenue and/or billing activity, but is not directly related to any expenditure items.

In Global Accounting Engine, an event associates a document's accounting entries with a transaction. These entries were already created or must be created in the next posting process.

E

Exchange rates , types

Exchange rate is a rate that represents the amount in one currency that can be exchanged for another at a particular point in time.

Oracle Application uses the daily, periodic, and historical exchange rates maintained in the system to perform foreign currency conversion, revaluation, and translation.

The corporate exchange rate is usually a standard market rate for use throughout the organization. The spot exchange rate is usually a quoted market rate that applies to the immediate delivery of one currency for another.

The difference between the exchange rate for a foreign-currency invoice and its matched purchase order is called Exchange rate variance. Payables tracks any exchange rate variances for foreign-currency invoices.

E

Excise data

India Localisation patch requires information about the Excise registration and set up for Excise sequence numbering while creating the organsiations. These are required to enable printing of Excise invoices and to have the Excise related records for inventory, sales and purchases.

Also the default accounts for excise related transactions are defined in the Organsiational Additional information.

The excise details of the suppliers and customers also can be maintained in the supplier and customer additional data respectively.

These information can be printed along with the customised reports.

The Item master additional information require details about the items like whether they are excisable, Cenvat can be calimed for these items or are they trading items.

E

Excise Invoice Number

Excise invoice number is a sequential document number for all despatches of excisable goods produced and sold in the company.

Tata BP maintains the excise number sequence for all its manufacturing locations (individually)

At the beginning of every financial year (April to March) these excise invoice numbers are reset to 1.

The setting happens at the Organisational additional information.

Sales invoices are customised to capture the excise invoice number according to the order series and the location (or unit) from where the despatches happen.

E

Expense Allocations

Expense allocations in Atlas are performed by Finance department during month end process.

There are options available in the system to allocate the common expenses at specified % periodically.

Allocation happens at an agreed rate of proportion to provide insight about the overhead incurred by the support functions to the core functions (manufacturing)

E

Expense Invoices

The invoices which do not have any relation to the supply of materials are called expense invoices.

These are entered through the Purchase to pay cycle by creating the PR, PO process or directly entered in Finance.

E

Export Oriented Units

A special check box available in the Oracle India localisation screen while setting up the Organisations to determine whether the organisation is an EOU or not.

This is an one time set up requirement and binds the Organsiation for all its transactions. Once updated, this check box cannot be undone.

There are few benefits offered by the Indian Taxation authority for running an EOU. There are restrictions in movement of materials between this unit and other non-EOU units.

For TATA BP, Org 302 is registered as an EOU.

E

Failed Request

In Oracle, after firing the request, user can view the status in the View request form.

The failed request will have a red alert with the status failed in the view request form.

There will be no out put for a failed request.

To know the reasons for the failure of the request, users need to download the the log file and forward to the System Admin.

F

Fixed Asset

Assets in Oracle Assets are called Fixed Assets.

The Fixed Assets are controlled by Fixed assets module and projects Module as we need to create Projects and tasks for Asset creation.

The Fixed asset project code is added to the Purchase order and all the accounting will follow as per the project accounting.

The Account codes for Fixed assets fall under 1xxxx series.

F

Fixed Overhead

Overheads are part of Material cost sub-elements.

Fixed overhead refers to the Fixed cost incurred by the company while producing the materials.

These are fixed in advance (since we use standard Costing method) and are absorbed at the production order closing stage

F

Flex field

A flexfield is a flexible data field that your organization can customize to your business needs without programming.

Oracle Applications uses two types of flexfields, key flexfields and descriptive flexfields.

A key flexfield is a field you can customize to enter multi-segment values such as part numbers, account numbers, and so on.

A descriptive flexfield is a field you customize to enter additional information for which your Oracle Applications product has not already provided a field.

F

Flow Chart for Fixed Assets

The Complete flow of transactions for Fixed assets module is provided in the link below.

This includes Capex process in TATA BP, process flow for creation of projects, accounting and capitalisation.

Complete Fixed Assets Process Flow can be accessed here.

F

Flow Chart for General Ledger

All the accounting happens at the sub-ledger levels are summarised in the general Ledger.

General Ledger is a record of a business entity's accounts. Contains the accounts that make up the entity's financial statements. Journal entries, in Oracle General Ledger or subledger applications, update account balances.

Transactions entered in the sub-ledgers are imported into General Ledger at periodic intervals for accounting.

The transaction flows and the process of accounting update from various modules are explained in the GL Process flow.

F

Flow Chart for Inventory Cycle

All Inventory related transactions are recorded in the Inventory Module.

The Organsiation set up is also included in the Inventory Module. The Parameters defined in this module controls entire transactions in the Oracle application.

All the controls and parameter definitions of India Localisation covered in the India Local inventory module.

For complete Inventory process, refer the Inventory Cycle.

F

Flow Chart for Item creation Cycle

Complete maintenance of Items from its creation, inclusion in Bills, routing for the same, standard tasks and cost update are covered in this cycle.

The Item master control all the attributes of an item and its transactions.

For detailed process flow of item creation and maintenance, pls refer the Item creation cycle flow.

F

Flow Chart for Manufacturing Cycle

Oracle Manufacturing (WIP) module controls the Job Order creation and maintenance process.

The entire manufacturing cycle flow is covered in the Manufacturing process flow.

F

Flow Chart for Order to cash Cycle

The Order to cash cycle includes the following – Sales orders, materials despatch, Invoicing, AR accounting, Collection of money from customers.

The complete process flow of Order to Cash can be accessed here.

F

Flow Chart for Projects Cycle

Creation of projects, maintenance, maintenance of events, project invoicing and accounting are covered in this cycle.

Types of projects include Capital and Commercial.

The detailed flow of Projects cycle explained here.

F

Flow Chart for Purchase to Pay Cycle

Complete transaction flows from creation of Vendors, purchase requisition, conversion of PR to Purchase orders, receipt of materials , matching the same in Finance for accounting and release of payments covered in this cycle.

Detailed step by step flow can be accessed here.

F

Frozen cost

All the material transaction accounting in Oracle uses the frozen cost of the material maintained in the Cost manager.

The frozen cost is updated by converting the pending cost in the Cost Manager.

The complete process of cost maintenance for items is defined in the Cost update process flow here.

F

Gain and loss of Foreign currency transactions

Gain and loss of foreign currency transactions happens due to the variation in Exchange rate at the time of invoice booking and payment or receipt of money for the same.

In receivables transactions, a realized gain exists if the receipt amount in the functional currency exceeds the invoice amount; a loss exists if the invoice amount in the functional currency exceeds the amount of the payment.

In payables transactions, a realized gain is the difference in your functional currency between the invoiced amount and the payment amount, if the payment in functional currency is less than the invoiced amount.

G

Goods Awaiting Inspection

The list of materials awaiting in Inspection bay are generally referred as Goods awaiting Inspection.

The Way Oracle accounting has been setup, all the materials are first debited to this account and upon inspection clearance, the value of inventory is debited with standard cost.

Since Localisation also applied for Indian set of books, the local taxes are first routed through this account and then transferred to respective accounts upon inspection and delivery.

G

Goods in Transit

Goods in transit refers to the set of inventory which were despatched by the seller but yet to reach Tata BP store for accounting.

Examples for such inventory are – materials lying in Customs Warehouse for clearance and the Material receipt note yet to get prepared.

In Inter company transactions, all the sales between the companies will be treated as Goods in transit in the books of the buying company.

G

Hierarchy in system

In order to provide automatic referral for approval of Purchase Requisition and Purchase orders, Oracle provides setting up the hierarchy in the Employee master.

H

Holds

In Oracle Payables, this is a feature that prevents a transaction from occurring or completing until the hold has been released. Holds can be placed on an invoice or an invoice schedule line. All holds in Payables prevent payment; some holds also prevent posting to your general ledger.

In Oracle Receivables, a feature that prevents an order or order line from progressing through the order cycle. When a customer has been placed on credit hold, orders cannot be executed for despatch of materials for this customer in Oracle Order Management. However, you can still create transactions for this customer in Receivables.

H

Import of Transactions

Oracle provides facilities to import transactions from various non-oracle based systems.

Bank transactions can be imported into Oracle Cash Management for matching the reconciliation entries, Payable invoices can be imported into Oracle payables for processing payments and sales invoices can be imported into Oracle receivables for processing sales invoices.

Manual journals can be imported into General ledger through spreadsheets.

Oracle sub-ledger transactions are imported into Oracle General ledger for posting.

Journal Import program is a General Ledger program that creates journal entries from transaction data stored in the General Ledger GL_INTERFACE table which were exported from various sub-ledgers

I

India Localisation

India Localisation patch is updated with the Oracle applications to enable India statutory requirements.

All the accounting and other requirements as per the Excise authority, Income tax authority and VAT authority are dealt in this localisation.

India Localisation patch set acts through the DFFs. There are certain pre-requisites to enable the Localisation tax engine perform the desired process. These include additional information in the Item Master, Supplier master, Customer master and Inventory Organsiational masters.

I

Integration to General Ledger

Integration refers to the merging of accounting entries happening at various sub-ledgers (AP, AR, INV, PA, FA, PO etc..,) into General Ledger in functional currency.

As a process, we transfer the transactions to GL at periodical basis from all sub-ledgers

I

Inter Company Code

BP Solar selected Inter company code as one of the segment in the Chart of Accounts.

This is a five digit code corresponding to the Company code.

With this code, the transactions between the group companies are recorded uniquely. This helps in reconciling the accounts between group companies and easy merger of accounts at the global level.

Set up has been made in such a way that , if any transaction between group company happens with out selection of this code, system will not process the same.

Also while defining the group company as customer / supplier, the group company tab to be checked up to default the inter company transaction.

I

Inter Company transactions

All the inter company transaction should have the inter company code for easy reconciliation and tracking.

Since the movement of materials may take time, all the purchase from the group companies will be recorded as Goods in Transit account since they were shown as sales in the books of selling company.

I

Inter Org/Unit transfers

Transfer of items from one inventory organization to another is referred as Inter Org transfer. Freight charges and transfer credits associated with inter-organization transfer can also be maintained.

Since TATA BP has manufacturing locations in Bangalore all the finished goods and assembly items are transferred to the regional offices periodically to enable sales from RO.

Regional offices are registered in the system as Organisations to have distinct registration details and invoice sequences.

Inter-unit transfers are similar to Inter Org transfer as for as the process is concerned but the system do not pass any journal for the same since they belong to same organisations.

Inter unit transfers are carried out only to move materials between the locations of the same org.

I

Interface errors

Oracle interfaces helps in converting the transaction accounting happening at the sub-ledger levels to the General ledgers and to transfer the data from non-oracle based applications.

The system set up which safe guard the accounting and updating , blocks the entries which are not matching the requirements.

These errors need to be rectified before trying to import again.

I

Interface managers

The Interface managers are also called as transaction managers which execute the following processes:

material transaction, demand reservation, move transaction, resource cost transaction, remote procedure call, and material cost transaction.

These run at periodic intervals as specified until deleted.

I

Inventory attributes

Definition of Inventory attributes are crucial for transaction accounting for any item.

These include

Inventory item – if not will not be part of inventory reports

Transactable item – no transaction is possible with out this attribute ,

Stockable,

Controlled by lot – if not lot numbering is not possible

revision control – without this, revision tracking is not possible,

Cycle count – if not, item will not be included in cycle count process,

Locator, sub-inventory restriction – when selected, the items cannot be stored in any other location or sub-inventory.

I

Inventory Parameters

The set of controls, default options, and default account numbers that determine how Inventory functions.

These controls over ride all the controls entered in the individual items in the item master.

Inventory parameters can be maintained individually for each organisation.

The key parameters include permission for having negative inventory and inventory calendar.

I

Inventory Periods

Oracle Inventory uses accounting periods to group material and work in process transactions for accounting purposes.

Inventory periods are same as the Financial periods.

These periods are maintained to allow the transaction accounting for inventory and WIP.

These periods once closed cannot be re-opened.

Before closing, all the pending transactions need to be cleared and the resolutions / recommendations to be carried out.

The different status of Inventory period are Future periods – not opened yet , Open – current one open for transactions, Closed – closed for transactions , Processing – change period status is in process , or Error – period having error in closing.

I


A record of material movement. The basic information for a transaction includes the item number, the quantity moved, the transaction amount, the accounting flexfields, and the date.

Inventory transactions include material receipt, transfers and material issues.

Material receipt can be made against approved PO only. Material issues can be against Sales order, Job order and projects

only. Miscellaneous transactions can be made for material receipt or issues. Sub-inventory transfers, Inter org transfers are allowed to move

materials between Orgs / Units. Inventory accounting in Inventory module happens online. Inventory transactions are posted to GL in batches.

I

Inventory Valuations

As per the Balance sheet, we value inventory (RM & FG) at cost or market value which ever is less.

As per Atlas, we value inventory at standard cost ( frozen cost fixed at the regular intervals)

Difference between these two are reconciled in Finance and passed necessary journals for Balance sheet purpose.

I

Invoice

Invoices in payables refer to Purchase invoices received from the vendor for matching and accounting in Finance for supply of goods or services. These are called standard invoices.

Invoices in Order management refer to Excise invoices created for despatch of materials. These act only as a document and do not create any accounting in Receivables or GL.

Invoices in Receivables refer to AR invoices / project invoices and are linked to GL in accounting.

I

Invoice due calculations

Invoice due calculation emerge from the invoices and the payment terms associated with the purchase order or sales order.

In cases of manual (direct) invoice entries, where there are no purchase order or sales order for the invoice, the calculation depends on the payment term provided in the vendor or customer master respectively.

Options of invoice due calculation can be from the day of transaction or month end.

I

Invoice Price Variance

The difference between the purchase order price for an item and the actual invoice price multiplied by the quantity invoiced.

Payables records this variance after matching the invoice to the purchase order. Typically, the price variance is small since the price the supplier charged for an item should be the one negotiated on the purchase order.

Upon invoice approval, Oracle Payable automatically records Invoice Price Variance to invoice price variance account.

As a policy, TBPS rejects the invoices when they are not matched with GRIN or Purchase order to maintain that there are no IPV.

I

Invoicing attributes

To enable an item for sales and despatch, it is required to add the invoicing attributes to the item while creating the Item master.

The items should be checked with

- Customer ordered, Customer order enabled,

- Internal ordered, internal order enabled

- shippable, OE Transactable - all in the Order management tab

- Invoiceable item, Invoice enabled in the Invoicing Tab

I

Item Assignment

As per the Item creation protocol, items are first created in the BP1 master and then assigned to the respective organisations.

The Assignment method helps in maintaining single master and all the basic parameters about the item are common across the organsiations.

After assigning to Indian organisations, additional details for India Localisation need to be provided for smooth transactions.

I

Item Classifications (types)

Items are classified into - Purchased items , Sub-assembly , Finished Goods and Outside Processing

These are only informative and can be used in reports.

However, they do not block an item to be treated as other type.

For example, a purchased item can have a BOM and can be manufactured in the assembly and a Finished good can still be bought out through purchase orders.

I

Item Master

Item master is a master table where in all the items are defined or assigned.

BP solar created BP1 master as a global item master and all items are first referred here and if not available created in this master before assigned to Organisation master.

Organisation item master is a decentralised one and comprises of all items used / to be used by the respective organisations. It is not possible to create an item at org level. We can only assign them from the BP1 master.

I

Item Sequence

Items in Atlas are in 4.4 format (all numeric)

The first four digits represent Item Family, Class and Group and the last four digits are sequential.

Items are divided into seven sequences at present.

1xxx – Service part numbers

2xxx – Balance of systems – Raw materials

3xxx – Maintenance materials

4xxx – Spares and consumables

5xxx – Modules & Cells

6xxx – Raw materials for Modules & Cells

7xxx – Balance of systems – Finished goods

I

Items

An item is a part or service purchased, sold, planned, manufactured, stocked, distributed, or a prototyped. Items can be defined and controlled.

Once defined, assign items to organizations.

I

Job Order Closure/ Completion

Job orders need to be completed for accounting of consumption of components since BP Solar uses Assembly pull for material consumption.

Assembly items are moved to the termination sub-inventory on completion of the job orders. This facility is provided to ensure movement of stock even on partial completion (quantity) of the job order.

Job Order need to be closed to pass the journal entries for variance and WIP transfers.

J

Job Order Status

Following are the job order status (predominantly used)

Unreleased job order – created but not released

Released job order – created and released for issue of materials

Job orders On Hold – created but held for transactions

Cancelled job orders – created but cancelled (before or after release)

Closed Job orders – completed and closed for transactions

Pending Close job orders – created, completed but pending closure for want of additional information.

Failed Close job orders – completed but could not close due to errors in the processing.

J

Job Orders

Job orders are created to produce an assembly item.

Assembly item in WIP includes Finished Goods, Outside processing item and Sub-assembly.

Standard job order is the one which uses the default BOM and other controls associated with it.

Non-Standard job order is the one which do not use the default BOM.

In cases of correction required in the assembly item where by not all the materials are to be used, we use non-standard job orders.

J

Journals

Journals are debit or credit entries to a general ledger account.

Journals are created in the sub-ledger for transactions, are imported to General ledger and posted after validation.

Sub-ledger journals are imported in batches but can be drilled down for details.

Journal entry batches are created when process of export of journals created in the sub-ledgers.

Manual journal entries can also be created in general Ledger directly.

J

Key Flex Field

An intelligent key that uniquely identifies an application entity. Each key flexfield segment has a name you assign, and a set of valid values you specify. Each value has a meaning you also specify. You use this Oracle Applications feature to build custom fields used for entering and displaying information relating to your business.

The following application uses the listed Key Flexfields: Oracle Inventory – Localisation parameters Oracle General Ledger - AccountingOracle Projects - Accounting, Category Flexfield, Location, Asset Key.Oracle Payables - Accounting, System Items, localisation detailsOracle Receivables - Accounting, Sales Tax Location, Systems Items,

Territory, localisation details

K

Lead Time

Lead time is normally referred to the processing time for any activity.

In Procurement, lead time refers to the time between the order and make the item available in the shop floor for consumption. This includes the production time of the supplier, the transportation time, processing time at the company etc..,

In manufacturing, the lead time refers to the time taken for production in the shop floor.

Entry of lead time in the item master helps in getting the planning output more accurately.

L

Level 1, Level 2 Support

BP solar created the concept of internal solution provider and external support for using the Atlas effectively.

The Internal solution provider is referred as Level 1 support – who takes care of all the issues raised while using the Atlas and the external solution provider is referred as Level 2 support.

At present, BP solar has appointed Accenture, Bangalore as level 2 support.

L

Local Use Codes

BP Solar has devised a common chart of accounts for use in Atlas by all the companies.

There are local statutory requirements in most of the countries but the specific accounts may not be available in the CoA set up.

Local use codes are one of the segment in the chart of accounts setup which can help the companies to use them in place of missed out accounts.

For Example – there are no accounts for staff advance, travel advance, building maintenance etc., and we use Local use code for the same.

Also for detailed employee expenses and advance tracking, we use local use codes.

L

Localisation Attributes

Localisation attributes are available in all the masters and without these attributes properly entered, Oracle India lolcalisation engine does not provide the necessary results.

Item master – data such as the time is excisable, modvatable, trading Item type etc., decide the outcome of Excise Invoice.

Supplier Master – Update of additional information about the vendors help in proper deduction of Taxes at source.

Customer Master – update of additional information about the registration details provide the details in Excise invoice output.

Additional information entered in the Organisation set up helps in getting the localisation accounts proper.

Taxes and default accounts helps in getting the proper output in all documents.

L

Location

Locations in Oracle represent physical location of the organisations.

These are updated while setting up the Organisations.

Locations window is used to define ship-to, receiving, and other location information for Purchasing documents.

Select Ship-to-site option to make the location Name a valid ship-to organization on a purchase order or requisition.

Select Receiving site option to make the location a valid receiving Location when creating a receipt or receiving transaction.

Select Office site option to indicate that this location Name is an office site, such as a field office.

Select Bill-to Site option to make the location Name a valid bill-to site and used on a purchase order header.

Select Internal site option to make the location a valid internal ship-to location when creating an internal requisition.

L

Lot Control

An Oracle Manufacturing technique for enforcing use of lot numbers during material transactions thus enabling the tracking of batches of items throughout their movement in and out of inventory. Lot control enables better tracking.

Items received at single lot or items having same batch reference of the supplier can be entered in the system as a lot.

For Lot control, items need to be defined with the option and the lot sequence to be defined.

L

Manufacturing Variance

This is the variance between the Cost incurred for production of an assembly and the Cost relieved as per the standard cost of the assembly.

The Variance may be due to changes in the quantity consumed as against the standard BOM or changes in the resources utilised as against the standard routing or changes in the overhead cost.

Since we do not enter the man hours and machine hours, we do not get any variance in the OH and Resource cost.

However, when an item originally planned for manufacture in-house but outsorced, we get variance in both OSP and resources & OH.

Similar variance gets accounted in inverse proportion when an OSP item has been manufactured in-house.

M

Material Consumption Methods

There are two methods of Material consumption in the Oracle.

Assembly Pull – in this method, components are automatically consumed in the system while completing the job order as per the bill of materials ( subject to changes made in the order)

Material Push – In this method, inventory team issues materials through system by entering the specific job order as per the pick list.

As per BP Solar policy, all items are subject to assembly pull method of consumption other than Cells and Wafers ( due to their cost)

All Non-standard orders use material push method of consumption by default.

M

Material and Material Overhead costs

Material cost is one of the Five sub-elements in total unit cost of any item.

Material cost in Oracle Costing module refers to the basic purchase cost of the items (other than the taxes associated with the purchase) .

While calculating the Purchase price variance, the difference between the standard material cost and the material cost applied in the purchase order are compared.

Material overhead refers to the taxes and duties associated with the material cost upon procurement.

M

Material Issues

Material issues in Oracle can be against Sales orders, Job Orders and Development Projects only.

Manual issues are not encouraged as per SOX recommendations.

Issues other than the above can be made as miscellaneous adjustments by recording with the reasons.

Miscellaneous transactions mostly used only for inventory adjustments arising out of stock difference.

Material movement between organsiations and units happen through Sub-inventory transfers. These are not considered as material issue since there is no diminution of inventory value for the entity.

M

Material Mix Adjustments

This is an additional line added to the standard cost after roll up.

This process is used to arrive at the revised standard cost for an item which has different sources of inventory creations.

Since Tata BP procures Cells from Australia apart from manufacturing the same in-house, this adjustment has been made to arrive at the average standard cost of the Cells.

M

Modules

Various functions in the Oracle are called as Modules. We have implemented following modules in Atlas.

Inventory, Purchase Orders, Order management, Engineering, Receivables, Payables, Fixed Assets, Cash Management, Cost Management, Project Accounting , Bills of Materials, WIP and General Ledger.

M

Month End process

BP Solar follows 4,4,5 Calendar , hence 13 weeks per quarter Quarter ends on the last day of the month (31/3, 30/6,30/9 & 31/12)All the modules to be closed monthlyModules closed in the order of Inventory, Receivables, Purchases,

Payables, Projects, Fixed assets and GL Next period to be opened before closing current periodInventory modules cannot be reopened after month end (permanent

close) PA, AP, AR, FA & GL can be reopened AR & FA cannot be closed unless all the transactions are posted to GL AP unaccounted transactions can be moved to later periods by

sweeping

M

Negative Inventory Not allowed

As a control over inventory holding, Tata BP selected to opt for not checking up the flag which can allow negative inventory in the system.

This control enables stopping of the WIP completion process when the inventory required for completing the job orders is not available.

Similar control applicable when the inventory is in shortage while picking materials for despatch against sales orders.

This control is well appreciated by the statutory auditors as a good internal control measure.

N

Netting off Customer and Supplier balances

Customer master and receivable data are governed by the Receivables and the Supplier master and payable data are governed by the payables in the system.

In some cases, a customer happen to be a supplier too.

In such situations, by providing the customer reference in the supplier master and supplier reference in the customer master, users can generate a consolidated statement for better management.

N

Non-Nettable warehouse

All inventory are stored in warehouses (Sub-inventories).

All inventory are subject to counting and valuation and while planning the same quantity will be considered as on-hand.

However, it is possible in Oracle to define a particular sub-inventory as non-nettable ware-house by which the quantity lying those are not considered for planning.

In cases of inventory not usable for any process and planning should not consider the same in their calculations, they will be moved to non-nettable warehouses.

N

Outside Processing

Outside processing - Performing work on a discrete job or repetitive schedule using resources provided by a supplier.

Outside processing item - An item included on a purchase order line to purchase supplier services as part of assembly build process. This item can be the assembly itself or a non-stocked item which represents the service performed on the assembly.

Outside processing operation - Any operation that has an outside processing resource.

Outside resource - A resource provided by a supplier you include in your routings, such as supplier sourced labor or services. This includes both PO move and PO receipt resources.

Outside Processing Cost – The Cost associated in getting the outside processing completed.

O

Organisation

Organisation in Oracle is a business unit such as a plant, warehouse, division, department, and so on. Order Management refers to organizations as warehouses on all Order Management windows and reports.

TBP has created multiple organisations attached to the entity. All regional offices , Thermal SBU and EOU units are created as separate organisation.

There are about 9 organisations for Tata BP Solar. (301 to 307, 312,313)

O

Organisation Code

Every Organisation created in the system has been assigned a code and system creates an id in the back ground.

All Tata BP organisations were allotted Organsiation codes as below.

301 – Non Export Oriented Unit

302 – Export Oriented Unit

303 – Pune

304 – Noida

305 – Kolkatta

306 – Lucknow

307 – Raipur

312 – Eou – Cell

313 – Thermal SBU

O

Order to cash process

In this process, we cover the stages from getting the order from customer (existing or new) till despatch of materials and collection of money.

Refer the Flow chart provided in the earlier slides for the complete order to cash process.

O

Overheads

The indirect expenses allocated in the budgeting process and assigned to the resources or departments. Overheads are charged based on resource value, resource units, or operation completions.

Costs that do not form part of Material cost and other direct expenditure for production of an assembly are included in the Overheads. These typically include administration, facility, depreciation activity, and other costs.

Overheads does not include material overhead.

overhead transaction refers to a work in process transaction that automatically charges overhead costs to a job or repetitive schedule as moves or charge resources are performed.

O

Packing List

An external shipping document that accompanies a shipment itemizing in detail the contents of that shipment.

With this report, the sales invoice can be customised to have a single line printing.

P

Parameters

The set of controls, default options, and default account numbers that determine how transactions in various modules function.

Before releasing an organisation for use, it is required to set up Inventory, Receiving, Purchasing, Shipping and shortage parameters.

Parameters can be defined at the Organisation levels.

P

Payable accounting process

By this process, accounting entries of payables happen at the predefined frequency and are exported to the General Ledger.

This process includes both the invoice accounting and payment batch accounting in the payables module.

In Tata BP, this process is scheduled to run more frequently to enable printing of the payable invoice voucher for audit verification.

P

Payment batches

In Oracle Payables, a group of invoices selected for automatic payment processing. General Ledger creates a payment batch when AutoSelect is initiated. General Ledger selects invoices, according to criteria you specify, and produces payments for the invoices in the payment batch. General Ledger uses the payment method and format specified for the bank account chosen for a payment batch to build and format payments for the invoices in the batch.

Tata BP uses payment batch to release payments to TDS authority.

Multiple suppliers can also be selected by providing cheque range.

P

Payment process

A process defined in Oracle system to enable the smooth payments.

This process includes selection of vendor, the invoices due for payment, the bank document through which the payment is made and validating the payment by signing the document.

Only approved invoices can be selected for payment.

For advance payments, prepayment invoices need to be created and approved.

For detailed flow, pls refer the Purchase to Pay cycle flow.

P

Payment Term

The due date and discount date for payment of a transaction.

Payment term for payments and receipts are created at two distinct masters.

Payment terms defined in purchase order over rides the term defined in supplier master.

Similarly the payment term defined in Sales orders over rides the term defined in Customer master.

Break up in payment term lines allow split terms in the system.

Tata BP do not use discounting options in the Payment terms.

P

Periods

The fiscal period a company uses to report financial results, such as a calendar month or fiscal period.

The periods have start date and end date for every month. ,These are associated with all the sub-ledgers in the system.

BP Solar selected 4-4-5 calendar period for accounting and reporting. With this, the all the months end on 4th Friday for two months and the quarter ends on last day of the quarter.

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Picked but not shipped

Picked but not shipped is one of the project sales order execution stage.

When the project despatches happening in the system, as per the customisation, a red program runs in the system validating and accounting the materials picked.

This Account gets debited for inventory value that are picked and ship confirmed for all project related sales orders and gets credited after the PRC : Transaction import with OM as source is run (red program).

This account is an intermediary account between Oracle Inventory and Project WIP.

P

Pick release

An order cycle action to notify warehouse personnel that orders are ready for picking.

This enables the materials earmarked for the sales order for which the pick release is performed.

This process also identifies whether the sufficient quantity is available for pick release and in case of shortage, blocks the transaction.

P

Planned Orders

A type of purchase order issued before ordering delivery of goods and services for specific dates and locations.

Planned Purchase orders usually entered to specify items to be ordered and when the items to be delivered. Later a shipment released against the planned purchase order to order the items.

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Planner

One of the processes that comprise the planning process, performed by the memory-based planned. The planner uses the low level codes calculated by the exploder, together with the supply and demand information gathered by the snapshot, and calculates net material requirements for every planned item associated with the master schedule used to drive the planning process.

BP Solar implemented Advanced (Global) Supply Chain Planner recently and the status is in early stages of use.

Also refers to a set of employees referred in the employee master who are performing planning functions in the system.

P

Planner workbench

Planner Workbench can be used to act on recommendations generated by the planning process for a plan. Users can implement planned orders as discrete jobs or purchase requisitions, maintain planned orders, reschedule scheduled receipts, and implement repetitive schedules. User cal also choose all suggestions from an MRP plan, or only those that meet a certain criteria.

P

Planning

The set of processes that calculates net material and resource requirements for an item by applying on-hand inventory quantities and scheduled receipts to gross requirements for the item.

The planning process is often referred to as the MPS planning process when planning MPS-planned items only, and the MRP planning process when planning both MPS and MRP-planned items at the same time.

Maintain repetitive planning periods is another optional phase in the planning process.

P

Planning attributes

These attributes include information about planning methods, planner, make or buy, minimum order quantity, maximum order quantity etc..,

These are useful while running the Oracle based planners in the system.

P

Posting in General ledger

Accounting in General ledger happens through import of transactions from various sub-ledgers and posting the same after validation.

Validation of balancing, account code combination and the references are performed at the sub-ledger levels.

Journals requiring to be passed for movement of balances between the accounts and correction journals are passed directly in GL

P

PRC : Project requests

PRC: BP solar allocation of Inventory to projects PRC: Transaction Import with ‘Order Management’ as Source PRC: Submit interface streamline process with DXU: Distribute

/ Interface usage and miscellaneous cost to GLPRC: Interface Supplier invoice from PayablesPRC: Transaction import with ‘Inventory Misc’ as source

PRC: Update Project Summary Amounts

PRC: Submit interface streamline process with DXA: Distribute / Interface Supplier Invoice adj. to AP

Cost Collector in Inventory Module

P

Prepayments

A payment made to a supplier in anticipation of his provision of goods or services. A prepayment may also be an advance paid to an employee for anticipated expenses. In Payables, a prepayment is a type of invoice that you can apply to an outstanding invoice or employee expense report to reduce the amount of the invoice or expense report.

Prepayment invoice should have been in approved status and fully paid before application of the same to the invoice.

P

Price lists

A list containing the base selling price per unit for a group of items, item categories or service offered. All prices in a price list are for the same currency.

Atlas has been customised in such a way that, without Price list reference, a sales order cannot be booked and released.

For easy use, price lists for multiple currencies and groups have been created.

Though the pricelist value defaults in the Sales order, it can be changed before release of sales order.

For better internal control, creation and maintenance of Price list rests with only one user in the company.

P

Printed cheques

Tata BP has customised the cheque printing from the Atlas system.

This enables avoidance of mistakes while writing a cheque manually.

Since the payment process including the printing of cheques, it is not possible to select the same invoice twice and hence the multiple payments for the same invoice has also been avoided.

Printing of cheques is a direct Oracle functionality and hence the printing need to happen simultaneously. However, for the purpose of having records of cheques releases, duplicate printing is made possible by the local DCT team. This avoids photo copying the cheques for acknowledgement purpose.

P

Printers

Printers can be associated with Atlas printers list to enable automatic printing options.

Few reports and Cheque printing are directly printed and for this purpose, many printers are added in the system.

To add a printer, we need to provide the printer information and the LAN address to Accenture team by creating a SR ticket.

Since it is possible to print to any printer associated in Atlas (including other locations) care must be taken to select the correct one before firing the print requests.

P

Process

A set of Oracle Workflow activities that need to be performed to accomplish a business goal.

A planned series of actions or operations (e.g. mechanical, electrical, chemical, inspection, test) that advances a material or procedure from one stage of completion to another. 2) A planned and controlled treatment that subjects materials or procedures to the influence of one or more types of energy (e.g. human, mechanical, electrical, chemical, thermal) for the time required to bring about the desired reactions or results.

In flow manufacturing, processes are very generic activities on a flow routing that often consist of several events that are performed in a specific sequence. They are specific to a line and are often defined during the as-is analysis on a flow line.

P

Process reengineering

To match the Oracle flow and customisation for getting the desired results, Tata BP has re-engineered various processes in the Organisation.

All Material receipts are subject to Inspection.

All material receipts can be made against PO only and unordered receipts are not allowed.

All Sales order releases are subject to credit hold and release

All material issues are against the SO or Job order only.

To release payments, the recipient should have been included in the Supplier master.

P

Projects

A unit of work that can be broken down into one or more tasks. A project is the unit of work for which revenue and billing methods, invoice formats, a managing organization and project manager, and bill rate schedules are specified.

costs to a project can be charged, revenue, invoice, unbilled receivable, and unearned revenue information for a project can be generated and maintained.

BP solar uses Projects for capitalisation of Fixed assets too.

P

Project Accounting

An implementation-defined period against which project performance may be measured. Also referred to as PA Periods.

Project accounting periods are defined to track project accounting data on a periodic basis by assigning a start date, end date, and closing status to each period.

BP Solar defined the project accounting period in line with the GL periods.

Project accounting is one module which has links with all other modules such as PO, OM, Inventory, AR, AP, GL and FA.

The Link between the modules and Project accounting is explained in this slide.

P

Project COGS

Project COGS is the summary of cost of goods sold (and services) for the projects.

The project COGS includes the material cost, other direct project expenses incurred and accounted (either through PO or directly in AP ).

The project COGS entry is made while running the PRC : Draft revenue. At this juncture, Project WIP is credited to the value entered.

P

Project events

Events in Oracle Projects refers to a summary level transaction assigned to a project or top task that records work completed and generates revenue and/or billing activity, but is not directly related to any expenditure items.

For example, a bonus received by the business for completing a project ahead of schedule is not attributable to any expenditure item, and would be entered as an event.

In Global Accounting Engine, an event associates a document's accounting entries with a transaction. These entries were already created or must be created in the next posting process. An example of an event is an adjustment to an invoice. Events can be of different event types, which causes different accounting entries.

P

Project purchases (or expenses)

The Purchases and expenses related to the projects are called Projects purchases (or expenses)

Oracle Purchasing module allows entering of projects details while creating the Purchase requisition or purchase order.

Once the project details are entered, the distribution account for the line changes automatically to the distribution entered in the Projects. This feature is available to both Capital and commercial projects.

The Distribution for material purchases defaults to Project WIP.

P

Project Revenue

The Revenue related to the Projects sales are called project revenue.

The Revenue accounting in Projects sales are governed by the PRC process and not automatic.

This is to enable the user determining the amount of revenue to be recognised at the time of entry considering various factors like the pay terms, status of the material hand over and the project stage gates.

Though the entry is not controlled by any process, the reconciliation report of the projects show up the difference in revenue budget and the revenue recognised.

P

Project Sales order

The Sales order relating to Projects are referred as projects sales orders.

These orders have multiple line items to enable multiple shipments as per the material availability or requirement at the project site.

The project number is the only link between the sales order and the project module.

As a process to enable the red program not skipping the projects, TBP decided to add the I&C part number (not eligible for trasnsaction) in the Projects sales orders.

P

Project Tasks

A subdivision of Project Work.

Each project can have a set of top level tasks and a hierarchy of subtasks below each top level task. Charging of costs to tasks possible at the lowest level only.

Capital procurements for a department are created through single project for the department and multiple tasks for the number of assets.

P

Project WIP

The Balance of Cost incurred after recognising the Cost of Goods Sold for the projects is called Project WIP.

All the expenses and cost of material desptches are debited to the Project WIP account by various programs governed by PRCs.

The value of Project WIP gets diminished by recognising the Project COGS through Draft revenue process.

P

Purchase agreements

Two types of purchase agreements available in Oracle purchasing

Blanket purchase agreements are created when details of the goods or services are known but yet to know the delivery schedules from a specific supplier in a period. Blanket purchase agreements can be used to specify negotiated prices for items before actually purchasing them.

Similarly, contract purchase agreements are created with suppliers to agree on specific terms and conditions without indicating the goods and services that will be purchased. Standard purchase orders can be entered referencing the contracts.

P

Purchase orders

The term `purchase order' represents the order as defined in the Purchasing application.

It is possible to order multiple items for each planned or standard purchase order.

Each purchase order line can have multiple shipments and you can distribute each shipment across multiple accounts.

No GRIN is possible in the system without a valid approved purchase order.

To enable easy creation of Purchase orders, TATA BP provided access to multiple functions for creation of purchase requisitions.

P

Purchase order creation process

The PO creation process starts from the moment the items required to be procured has been derived at.

The PO creation process has three sources.

Outside processing PO process starts from creation of OSP job orders and generation of PO indents in the system.

Expenses PO process begins from approval of the PR by the respective authority

PO process for materials requirements begins from the planning process and approval of PR created by the planners.

P

Purchase order lines

Items / services / expenses, their quantity, rate per unit, required time of delivery, method of matching and delivery options required to be provided/ followed by the supplier are entered in the purchase order lines.

Multiple PO lines can be associated with a single PO header and multiple delivery schedules can be associated with a single PO line.

Each PO line to be associated with the applicable taxes.

Account distribution for each purchase order line are either created automatically (for items) or entered manually.

P

Purchase order status

The PO status are as below.

Approval status – Approved, Requires re-approval, Incomplete, in process, Pre approved and Rejected.

Control Status - Open, Closed, Finally Closed, Closed for Invoicing, Closed for Receiving, or Cancelled

Hold Status – Yes or No.

P

Purchase matching options

Match approval level, which determines whether the items on a purchase order line must be received and/or inspected before the corresponding invoice can be paid.

Two-Way: Purchase order and invoice quantities must match within tolerance before the corresponding invoice can be paid.

Three-Way: Purchase order, receipt, and invoice quantities must match within tolerance before the corresponding invoice can be paid.

Four-Way: Purchase order, receipt, inspection, and invoice quantities must match within tolerance before the corresponding invoice can be paid.

In TBPS, all GRINs are subject to Inspection and all PO are having minimum three way matching.

P

Purchase price variance

The variance that recorded at the time of receiving an item in inventory or supplier services into work in process. This variance is the difference between the standard unit cost for the item or service and the purchase unit price multiplied by the quantity received.

Purchase price variances are recorded in a purchase price variance account as defined in the Organisation. Since standard cost is a planned cost, variances incurred between the standard cost and the purchase order price.

Purchase price variance (PPV) is calculated between the basic material cost of the standard cost and basic material cost in the purchase order. Material overhead cost variance are accounted through absorption accounting.

P

Purchase requisitions

Purchase requisition is an internal request for goods or services.

A requisition can originate from an employee or from another process, such as inventory or manufacturing.

Each requisition can include many lines, generally with a distinct item on each requisition line.

Each requisition line includes at least a description of the item, the unit of measure, the quantity needed, the price per item, and the Accounting Flexfield used for charging the item cost.

Requisitions need approval before getting converted into a purchase order.

All requisitions are subject to change while conversion in to a PO.

P

Purchase to pay process

Purchase to Pay process includes all the transaction process right from creation of vendors, creation of Purchase requisition, placing an order, approval of the order, receipt of materials, acceptance or rejection of materials, matching the invoice in Finance (AP) , approval and accounting of invoice and releasing payments.

The detailed flow of the above process is made available at the end of the presentation.

P

Purchasing attributes

Attributes required in the item master to enable the procurement of item are called purchasing attributes.

These include checking up of Purchased, purchasable, use approved suppliers, outside processing item, selecting options for default buyer, taxable, receipt required, inspection required etc..,

Few of these attributes default in the purchase requisition or order, but can be changed at the transaction levels.

P

Purchasing entries

India Localisation module splits the entries for receipt of materials into two – Inventory valuation and Receiving India entries

The Purchasing entries are governed by the localisation engine and are imported into the GL directly.

These entries include tax accounting for receipts and PPV transactions.

P

Purchasing parameters

These include defining accounts for receipts and liability , time of accruing expenses and liability, % of price tolerance (set to zero), receipt close point, approval matching levels, internal requisition, PO and PR number sequence etc..,.

These are organisation specific.

These are defining the entire purchase transactions for the organisations.

P

Quality Inspection

Though we do not use Quality module in Atlas, quality inspection is an activity required to be performed for completion of material receipt against purchase order.

As per SOX requirement, all the purchase orders should be with three-way matching concept.

Customisation of GRIN has been made in such a way that, without quality acceptance, the GRIN value will be ‘zero’.

Quality process for finished goods is not defined as separate activity in Atlas.

Q

Quarantine Locations

Locations created to segregate the quarantine materials till their disposal are called quarantine locations.

These locations are normally a non-nettable locations and the inventory available in these locations are not considered for any planning.

Q

Revalidation

Revalidation is the process by which the invoices on hold can be validated again.

While testing the invoice for correctness in the system validation process, holds will be applied in cases of errors. These holds can be removed by revalidating the invoices individually.

Normally, checking of any invoice requiring revalidation will be performed before proceeding with Payable closure process.

It is not possible to release payment for the invoices requiring revalidation. These are to be released manually.

R

Receiving Parameters

Parameters which control receiving transactions for an Organisation.

The Over receipt tolerance, action in case of deviation, allowance for substitute receipts, un-ordered receipts, Receipt routing, allowance for early or late receipt (in days), receipt numbering options (GRIN sequence), account for Goods awaiting inspection are all defined here.

The parameters set here are subject to audit and are binding the entire receiving transactions.

These are Organisation specific. For better tracking, we change the GRIN numbering every year (1st April) indicating the Org and year followed by five digits (starting from 1)

Eg – for 301 for 2008 the GRIN sequence starts from 3010800001

R

Receipt Tolerance

As an internal control, we set the receipt tolerance as ‘zero’ with action as Reject.

This will block any receipt over and above the Purchase order quantity.

The other action available in the system is ‘Warning’ – which will provide an alert while receiving the excess quantity but will not stop the transaction.

The tolerance for early receipt is set to 7 days and late receipt set to 60 days with action as reject in case of deviation.

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Rejects

Rejects against supply of materials handled through Return to Vendor .

This process is covered in Oracle.

Shopfloor rejects are handled through RRF process. In this process, shopfloor returns materials through component return in Atlas and return to supplier is handled manually.

Rejects from customers are handled through Sales returns. Since TATA BP do not have specific order type available, the returns are accounted manually through miscellaneous transaction and credit notes to customers.

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Requests

Running an oracle program for reports or processes are called requests. The requests can be single or a set.

When completing the processing of requests, user can see the status in view request form.

Requests that could not continue due to errors will populate Error as the status. The Logs file will help in identifying the type of error in the request.

Request that could complete but could not process the required output will populate warning as status. These can be identified, rectified and request can be run again.

Requests that could complete and produce results will populate the Completion status.

R

Resources

Resources include people, tools, machines, labor purchased from a supplier, and physical space.

Anything of value, except material and cash, required to manufacture, cost, and schedule products are generally referred as resources.

The Cost associated with the resources are charged to the product while completing the job orders in the system.

These costs are called resource cost in the Cost Management.

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Responsibilities

A responsibility is a level of authority in Oracle Applications that lets you access only those Oracle Applications functions and data appropriate to fulfill your role in an organization.

Each responsibility allows access to:A specific application or applications A set of books A restricted list of windows that can be navigated to; A restricted list of functions that can be performedReports in a specific application

Each user has at least one responsibility and several users can share the same responsibility.

Responsibilities in Atlas has been split into many to provide access to many users without any violation of Sox compliances.

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Return to Vendor

A transaction that allows you to return to the supplier items from a fully or partially received purchase order and receive credit for them.

The return can be due to non-acceptance of materials at QA in receiving stage itself, or can be due to shop floor return through RRF process.

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Roll up of Cost

All sub-assemblies and Finished having Bills of materials, routing and resources are subject to have the cost rolled up.

Costs are rolled up at the pending level first and then updated to the Frozen.

By this process, we can check for any errors in the roll up and rectify before freezing.

Roll up of cost can be made multiple times and there is no restriction.

However, cost freezing need to follow the protocol of Cost update.

Ensure whether all the items are checked with the ‘include in roll up’ before rolling up the cost.

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Routing

A sequence of manufacturing operations that are performed to manufacture an assembly. A routing consists of an item, a series of operations, an operation sequence, and operation effective dates.

route sheet

A report that provides full routing, operation, resource, and material requirement details for jobs and repetitive schedules. Typically used to know how, when, where, and who builds an assembly. Also known as traveler.

R

Sales Channels

A term that indicates the method used to generate a sales order, such as Telemarketing or Direct Marketing. You can use this attribute of an order to classify orders for reporting purposes.

BP Solar has developed few sales channels for their operations.

These include Corporate, Direct Sales, off Grid Rural, Off Grid Industrial, OEM, Utilities etc..,

S

Sales Order Types

Order type can be used as a data source for defaulting rules and additionally determines both the order and line workflow processes your orders will flow within. The order type determines the order workflow. The combination of the order type, the line type, and the item type determines the line workflow.

In TATA BP we use the following order types.

Components Standard Order – IN, Exports Order – IN, India projects Standard Order, Internal sales order – IN,Projects System Order – IN, Trading Domestic Order –

IN ,Trading Export Order – IN

S

Sales Orders

In sales order window, users can enter, view, and update sales orders. Users can order standard items, both shippable and non-shippable, and configurations using this window. Users can also adjust pricing, assign sales credits, record payment information, attach notes, schedule shipments, query item availability, and make reservations, including selection of sub-inventories.

S

Sales Order Headers

The details which are common for the entire order are entered / selected in the Header information.

The details such as Customer name or number, order type, Bill to and ship to locations, currency, sales person and pricelist are entered in the main page of the sales order. Pay terms, freight terms, shipping warehouse are all selected in other tab.

S

Sales Order Lines

After entering the basic data in the sales order headers, users need to update the line information.

Line information consists of the following data such as –

Item details, selling price, scheduled date etc.., The details entered in the header defaults for other tabs.

Taxes for each line to be entered in the Taxes field (after opening the header once again)

S

Sales persons

Person responsible for the sale of products or services. Salespeople are associated with orders, returns, invoices, commitments, and customers. Sales persons can be assigned sales credits also.

The salesperson parameter in both reports is based upon a query of the default salesperson stored on the header for each order.

Further, the Discount Summary report displays this header level salesperson on the report. If a user needs to truly check for salesperson level information, they should run the Salesperson Order Summary Report.

S

Sales Returns

A transaction type that allows accounting of customer returns.

Since we used all types of sales orders and we did not have order type for trading, at the time of configuration, we converted this sales return order type to cater the localisation needs. Hence , we do not have specific sales return order type available.

Due to this, we now manually adjust the inventory on sales return and pass credit note to the customer in the Receivables module.

S

Scheduled Reports

It is possible to schedule reports in Oracle. These reports can run at periodic intervals as per the schedule and provide output.

Reports can be scheduled to run at specific intervals of minutes, hours, days, specific day in a week, months etc..,

In TATA BP, we scheduled all the accounting activities, project related transactions and transfers to GL from various modules.

S

Scrap

An intra-operation step where users move assemblies that cannot be reworked or completed.

Scrap transaction is not allowed in the manufacturing process. Hence the items that need to be scrapped are moved to a specific sub-inventory and then converted into a scrap part number by way of Non-standard production order.

Specific approval is required before carrying out scrapping process.

S

Shortages

An open requirement (Job order or sales order or transfer request) with no inventory in the organization to support the requirement.

Oracle provides alerts on shortages as per the settings. The shortages are referred as short of material quantity for performing the operation at the specific sub-inventory.

Coupled with the control of not allowing the negative inventory, system blocks the transaction flow when there is not enough material available for completing the transactions.

S

Standard Cost

A costing method where a predetermined standard cost is used for charging material, resource, overhead, period close, job close, and cost update transactions and valuing inventory. Any deviation in actual costs from the predetermined standard is recorded as a variance.

At present, standard cost in Atlas is reviewed once in six months (Jan & July). All transactions in the system is based on the standard cost.

S

Standard operations

A commonly used operation you can define as a template for use in defining future routing operations.

S

Sub ledgers

Payables, Receivables, Inventory, Fixed Assets and Projects are all acting as sub-ledgers in Oracle.

Sub-ledgers are the ledgers where in all the transactions occur and accounted.

Data from sub-ledgers are transferred periodically to General Ledger.

General Ledger will have only the control ledger balances and details for the same are available in Sub-ledgers.

Due to difference in timing of accounting and posting, reconciliation of sub-ledger and General ledger control balances to be carried out frequently.

S

Supplier additional Information

Additional information required for running India Localisation transactions are entered in this form.

These include Suppliers’ Central Excise registration details, VAT registration details and CST registration details (if any)

To enable the deduction of TDS from payable transactions, TDS details to be entered in the system. These include PAN number, and Supplier type (Individual, HUF, Corporate, Partnership Firm, Others).

Certain details are made mandatory to enable better reports from the Oracle Localisation tables.

S

Supplier master

Any party who provides goods or services to the company are registered as Suppliers.

The Supplier master is a global master and does not accept duplicate name in the master.

The Suppliers are first entered in the global master and Site information added at the organisation level for transactions.

The Supplier Master include, Name and Address, Contact details, Bank Information, supplier type, default payment terms etc..

Without creating the suppliers in the system it is not possible to create Purchase requisition, Purchase order, GRIN, Payable invoice and payment advice.

S

Surcharge on Taxes

Surcharges are additional taxes added by the Government from time to time for specific reasons.

At present, In India, the basic surcharge and Special additional Education cess are charged for all taxes added to any procurement of materials or services.

Surcharges for Receivable and Payable transactions are created as separate tax line to enable easy addition to the tax structure.

Surcharges on TDS are added to the parent tax line to enable single line deduction in the system.

S

Tax categories

Tax category is a group of relevant tax codes with precedence applicable to them.

A set up to enable tax defaultation and automatic calculation at the transaction line level.

Tax categories would be basis on which the taxes that would be applicable to the transaction and the Tax base amount calculation would be determined.

Users can associate the tax categories to the item class and this would be applicable to all items falling under this class.

T

Tax Codes

Tax definition is a localisation feature to define taxes that are applicable to the transactions.

The taxes are classified into different types.

All the costs associated with the purchase and selling of the materials or services can be brought out as taxes. These taxes may be mandatory requirement for transaction and also can be transaction specific.

Mandatory tax codes include the VAT, Excise & custom duties, Service taxes and Tax deducted / collected at source.

Transaction specific taxes would be like Freight and packing charges.

Tax codes which are not in vogue can be blocked from use by entering the end date.

T

Tax Deducted at Source

Tax deducted at source refers to the Income Tax deducted at the time of releasing payment or booking invoice (which ever is earlier) as per the Indian Income Tax Act.

While deducting the taxes, Oracle India localisation ensures creating one debit note against the supplier for a value equal to the taxes deducted and creating an invoice against the Tax authority (SBI A/c Income tax defined as supplier).

These taxes are remitted periodically.

T

Tax types

The Type of taxes are ceded information from the India localisation taxes and determines the way of accounting and use.

Tax type includes – Central Excise, Value Added taxes, Sales tax, Service Taxes, Tax Deducted at source and others.

Freight and packing charges are also created as Taxes with the tax type as others.

All Taxes other than tax type Tax deducted at source are used in Purchase and sales orders.

T

Tax Lines

Tax lines are added to each line in the purchase order or sales order distributions.

Tax lines are sequential and have the calculation precedence.

Each line represents one calculation with regard to the base line selected.

Taxes on taxes can be calculated by adding the tax lines as precedence in the tax calculation.

T

Transaction Accounting

Transaction accounting happens at the sub-ledger level in terms of the functional currency.

All currency transactions at the transactional level are converted into functional currency at the rates specified in the currency conversion master.

In case of any error, user can identify the same at the sub-ledger level, correct the source and then post to the General Ledger.

Modules like receivables, Payables, Inventory, Projects do not permit closing of respective periods in cases where the accounting is still pending.

T

Unaccounted Transactions

Transactions which are not accounted at the sub-ledger levels are called as Unaccounted transactions.

System checks prevent from closing the subledger books in case of existence of accounted transactions.

Despite various triggers available in the system for auto accounting, system block transactions which are erroneous in nature and unbalanced.

These unaccounted transactions can be viewed, corrected and then accounted again.

U

Unallocated receipts

Receipts from customers which are not allocated to either the Sales orders or the invoices or not selected for on-account are called unallocated invoices.

While running the overdue invoices reports, these balances do not get reduced and shows excess pending value for collection.

U

Unbilled Receivables

In projects accounting, invoice and recognition of revenue are at two different stages.

While recognising the revenue, the sales account is credited with the value of recognition but the customer account is not accounted with the same. Instead Unbilled receivable accounted is debited for the same value. This process is done through running PRC for Draft Revenue in Project Accounting.

Unbilled receivable is not tracked by the sub-ledgers and hence the details of balance available is not known.

This balance gets nullified while running PRC for Draft Invoice.

U

Under Absorption

Under absorption refers to charging of lower value than that of standard value for using Overheads and resources while completing the Job orders.

This under absorption may be due to non utilisation of resources or overheads or due to change in the pattern of manufacturing (in house Vs OSP or procurement)

U

Unearned Revenues

Revenue received and recorded as a liability or revenue before the revenue has been earned by providing goods or services to a customer.

Oracle Projects calculates unearned revenue using the following formula:

Unearned Revenue = Amount Invoiced - Revenue Accrued

If the Invoice value in the PRC for draft invoice is more than the revenue value in PRC for draft revenue, we get unearned revenue in the books.

U

Unit of Measurements

Units of measurement used for measuring the items defined in the system.

UoM is unique and same for an item across all organisations.

When the UoM is not same with that of supplier, we use UoM conversion in the system to accommodate the changes. However, all the transactions in the system in all modules gets accounted with the UoM defined in the item master.

U

Validation

Approvals are referred as Validation in oracle.

There are certain trasnactions which requires validation in the system.

Purchase requisition and order need validation by the authority and this is carried by forwarding the document electronically to the approving authority after creation.

Payable transactions need validation by the system and in Atlas, this happens automatically while running payable accounting and approval process at periodical intervals.

All transactions are imported into General ledger only with validation by selecting the option at the time of import.

V

Valuation of Stock

Oracle provides valuation methods like Standard and Average costing.

BP solar has selected Standard costing as a method to follow in Atlas.

By this, all the valuation for transactions are at Frozen cost and any difference in value at time of transactions are accounted as Variance in the system.

V

Value Added taxes

A tax on the supply of goods and services paid for by the consumer, but collected at each stage of the production and distribution chain. The collection and payment of value added tax amounts is usually reported to tax authorities on a quarterly basis and is not included in the revenue or expense of a company.

Oracle India localisation team recently released VAT patch in 2008 and TBPS has implemented the same.

V

Variable Overheads

Overheads which vary in accordance to the production of materials are called variable overheads.

These are costs incurred for producing the assembly items but are not covered neither in Inventory, taxes, services etc..,

V

Variance

Variance refers to the difference between the Actual cost to that of Standard fixed in the system.

Variance due to Purchasing transactions are called Purchase price variance and Variance due to Manufacturing transactions are called Manufacturing variance.

Variance due to Forex fluctuation in Purchase transactions are referred as Forex variance.

V

Warehouses (Sub-Inventory locations)

Ware houses are referred as Sub-inventories in Oracle.

Warehouses are created to enable easy identification of material storage and the ownership for the same.

TBP created multiple warehouses for all the organisations.

These warehouses are linked in the Bills of materials to indiacate from where the materials to be drawn for the job order.

Routing refers the warehouse to where the manufactured item to be credited.

The warehouses involved in staging, shipping and receiving materials need to be defined as bonded warehouse as per Localisation requirement.

W

Watts

Watts is a measurement attribute added to the item in the master.

All the Cells, Modules and other products containing modules are having this attribute.

Production capacity, productivity, sales, allocation of raw materials for products are all measured in watts.

W

Work Break Down Structure (WBS)

The breakdown of project work into tasks. These tasks can be broken down further into subtasks, or hierarchical units of work.

The break up of project activities including the materials consumption and assembly is called work breakdown structure (shortly WBS)

In this breakdown, apart from materials, other non-material expenses like Installation and Commissioning, travelling, Site preparation activities, security etc.., are all covered.

A typical WBS lists down all the physical and system activities with the probable cost associated with it.

W

Workflow Engines

The Oracle Workflow component that implements a workflow process definition. The Workflow Engine manages the state of all activities, automatically executes functions, maintains a history of completed activities, and detects error conditions and starts error processes. The Workflow Engine is implemented in server PL/SQL and activated when a call to an engine API is made

W

Work in Progress (WIP)

An item in various phases of production in a manufacturing plant. This includes raw material awaiting processing up to final assemblies ready to be received into inventory.

Work in progress are referred in situations where multiple activities are involved in the process and few more yet to be completed.

WIP in job orders are called Production WIP, WIP in Capital projects are called Capital WIP and WIP in commercial projects are called Projects WIP.

W

WIP Attributes

W

WIP classes

WIP classes are the segmented job order types to enable automatic accounting to the specific account code combinations.

IN Tata BP, we created multiple WIP classes for all the production facilities.

We attach the department code, variance accounting code, and absorption accounts in each WIP Class.

W

WIP parameters

W

WIP value summary

The Summary of all the production orders with their status is called WIP value summary.

W

Yield

The yield is the percentage of the component that survives the manufacturing process. A yield factor of 0.90 means that only 90% of the usage quantity of the component on a bill actually survives to be incorporated into the finished assembly.

To compensate for the expected gain or loss, any function that explodes a bill of material increases or decreases the material requirements for the component, based on the yield.

Operation yield refers to the percent of material that passes through an operation, process or event on a flow line without being scrapped

Y

Zero tolerance in Receipts

Oracle allows to maintain tolerance limits in the parameters to control the activities at transactions levels.

As per Internal control system of Tata BP, we maintain zero tolerance for receiving of materials in the Receiving parameters.

Further to the tolerance limits, Oracle allows to maintain actions in cases of breach of tolerance and TATA BP selected the action as ‘Reject’. By this, in case of excess receipt of material, system will not allow processing of transaction.

This helps in controlling over receipt of materials in the Inventory module.

The tolerance limit set in the parameters over rides the limits set in the masters.

Z

Supplementary slides

These are additional slides act as supplementary to the slides linked before.

Red

Programme

How PA fits together with other modules

Assets

PurchasingOrder Mgt

Inventory GL

AR

Commitment

PO

InvoiceCash

Projects

Revenue & CoGS

Labour & Misc Trans

AP

Receiving Accrual

Flow charts for Atlas processes

. Item Maintenance FLOWInventory Cycle FLOWManufacturing Cycle FLOWPurchase to Pay Cycle FLOWOrder to Cash Cycle FLOWProjects Cycle FLOWFixed Assets FLOW GL Accounting Cycle FLOW

FIXED ASSETS CYCLE

FIXED ASSETS CYCLE

CAPEX process in TATA BPProjects creationAsset Assignment to TasksCapex Purchase Order cycleMaterial ReceiptMatching in FinanceCapitalisation ProcessDepreciation Accounting Disposal of Assets

Capex Process

Request fromusers

Project Creationprocess

Purchase Order

Creation Process

Material Receipt process

Capex Installation

process

Capitalisation In Books

ApprovalBy

HOD

Entry inCapex

Register

ApprovalBy

Financecontroller

ApprovalFrom

MD / COO

Maintenance Of assets in

Books

Capex Project Header

Navigate toProjects

Entry & Maint

Click on Projects

Click on Templates

Click on Find Button

Select IND asset Template

Click ‘Copy To’Button

Enter UniqueProject Code (1)

All Indian Capital

Projects to start With ‘INC”

Project Quick entry

Window

Enter Project

Start Date

Enter Probable Project

End date

Select IND Corporate

As Organisation

Select Location

Enter Project Name

Click OKProject

Summary Screen

Proceed toFill other

data

Capex Project DetailsNavigate to

ProjectsEntry & Maint

Click on Projects

Call theCapex project

Created

Click On

FIND Button

Project TemplateOpens

ClickAsset

InformationFrom options

Click open Assets

Click Details Button

Asset Name

Unique Asset Number

DetailedAsset

Description

Select Major Asset

Category

SelectMinor Asset

Category

Select Book INDIA CORP

SelectCountry and

Facility

Enter Units

CheckDepreciate

Box

Enter Depreciation

Account Save

Inform Requestor

Enter Task data

AssignTask to

The assets

PO CreationApproved Capex PR, Blanket Agreements,

Quotations

Verify the Contents

Found OK

Inform the Requestor for

change

Convert intoCapex

Purchase Order

Back to P O Requisition

Create New capex

Purchase Order

Correct PO

PO found OK ?

YesYes

NoNo

NoNo

Enter Line Info

Assign Taxes&

Apply

Enter Header

Info

PO Approval process

YesYes

PO Header, line

& taxes

PO Header, Lines & Taxes

Copy from OLD PO

Repeat Order ?

YesYes

Create New PO

PO Header Info

Select Supplier

Need Amends

Enter Other terms &

ConditionsNoNo

Make amends

Forward For

Approval

PO Line Info

Taxes Info

CAPEX PO ?

Follow PO to Pay

Cycle

Specify Details

Specify Quantity

Select Taxes

Assign Precedence

Is all Taxes Applied

?

Specify Shipping

Parameters

Save

Additional Lines ?

YesYes

YesYes

NoNo

NoNo

No

Yes

Returned PO

PO CREATION

Check Capex Box

Enter Project data

PO Approval ProcessApproval process

Print PO

Forward PO For approval

Open Notification

With in Limits ?

To be forwarded

?

PO found OK ?

Approve

PO Forward For

Approval

Manual

Electronic

Reject PO

Return PO

YesYes

YesYes

YesYes

NoNo

NoNo

NoNo

NoNo

Distribute PO To other functions

Receipt of MaterialsReceipt of

Materials from Vendors

Receive Materials

Quality Inspection

Is ValidPO available

?Return the materials

Offer Materials

For Inspection

Is all Qtty

accepted?

Enter data

Move Accepted materials

Move Rejected Materials

Enter Excise data

Enter Excise data

Print GRIN

Print GRIN

Distribute GRINs

To other functions

YesYes

YesYes

NoNo

NoNo

Match GRINs in Finance

Open Payables

Enter Invoices

Select Suppliers

Enter Invoice data

Enter InvoiceValue

Click Matching options

Select GRINs for Matching

TDS To be

Deducted ?

SAVE

Deduct TDS

NoNo

YesYesGRIN

Available ?

PO Available

?


Select PO for

Matching

YesYes

YesYes

NoNo

NoNo

Enter Distribution

Invoice Value

Matching?

Pass entries toMatch Invoice

Value

YesYes

NoNo

Validation Process

Some data about INVOICES

Pass entries toInclude Project

Data for tax lines

Validation Process

Select all invoicesDO

Invoices have Holds ?

DO Invoices need Revalidation

?

Validate All

Invoices

Release All

Holds

Run Payable

Accounting Process

DO Unaccounted

Invoices Exists ?

Transfer Payable

Journal Entries To GL

Import Journal Entries From Payables

Post Payable

Journal Entries In GL

In GENERAL LEDGER RESPOSIBILITY

Capitalisation Process (PA)Navigate to

ProjectsEntry & Maint

Click on Projects

Run PRC:Interface Supplier

Invoice frompayables

Select projectsFor the PRC run

Wait for The processcompletion

Navigate to The Capital

Projects

Select the Capital Project

Update the Project data for Capital project

Run PRC:Update

Project Summary forSingleproject

Select theCapital Project

& click OK

Press FIND

View the Output

View The output

Press GenerateButton

Enter Required

Data & clickOK

Run PRC:Interface Assets

To OracleAssets

Check for the Capital WIP

values

View The output &

Check for values

Check forProjects CIP

Status = interfaced

To processCapex lines

?

Proceed To capitalise

Capitalisation Process (FA)Switch

Responsibility To Fixed Assets

Click on Work Bench

SelectMass

Additions

Create Assets

On the Book

SelectProject Code

Submit Request

Post Mass

Additions

Select India Corp as

Book

Submit RequestFor FA additions

Confirm List of additions

To addMore assets

?

Depreciation Accounting

Switch Responsibility

To Fixed Assets

Click onOpen / CloseFA periods

Run Depreciation

Select YES to

Close period

Process Journal entries

Transfer JournalsTo GL

ITEM MASTER MAINTENANCE

Item Master Maintenance

Creation of New ItemAssignment to OrganisationLocalisation dataBills of MaterialRoutingCost Update

Create Master ItemRequest forNew Item

Double ClickOn items

Double ClickOn Master

items

EnterClassification

Number 1

Second setOf numbers

appearClick OK

Enter Itemdescription

Double ClickOn items

SelectPrimaryUOM

SelectItem Status

Select Standard

conversions

ConfirmAll data

Before savingSave

ClickTools

SelectCopy from

Select Template

ApplyTemplate

Enter PhysicalAttributes

data

AssignCategories

Enter PhysicalAttributes

data

SelectItem family

Save data

2

1. Item Protocol

Item Family numbers to be followedItem Groups Item ClassificationItem DescriptionItem processItem TechnologyItem attributes

2. Assign Org ItemsCreation of New Item

Org Assignment

Process

ClickTools

AssignTo

Organisation

SelectOrgs for

assignment

Copy ItemAttributes

at org level

TemplateAssignment

Process

SelectTemplate

Compatible withMaster item

AssignTemplate

At org Level

Is Item = FG

?

Is Item =

Sub-assembly?

Is Item = OSP

Item ?

Update FGData

UpdateSub-assembly

data

Update OSP item

data

UpdatePurchase

dataUpdateLocalisation

Date

ReleaseItem

For use

YesYesYes

NoNoNo

Cost UpdationProcess

Create Bills

Create Routing

Additional data Update

AttributeUpdateprocess

Double ClickOn Items

Is Item =

PurchaseItem ?

UpdateStockLevel data

Ensure BOM allowed,Cost enabled,

Based on Roll up,

EnsurePurchase data

Buyer info,Inspection Required,

List price,Min-max data,

Order Quantity data,

Is This an

OSP Item ?

CheckOSP

Enabledbox

Update OSP service

data

Ensure Active Status,Planner Data,

Unit Type,Lead Time,

No

No

Yes

Yes

Localisation DataCreation of New Item

Click onDFF Box

Org Assignment

process

SelectContext

Select‘YES’ to

Excise_Flag

Select ‘No’To

Modvat_Flag

Select Item_class_id

Select FGIN for finished goodsRMIN for Raw materialsCGIN for capital Goods CCIN for Consumables OTIN for Others

Enter Item_tariff &

Folio (if known)

Select ‘NO’ toTrading_flag

EnterLegacy

Part number

Enter Drawingnumber

Save

Creation of Bills

NavigateBOM

Supervisor

Click onBills

NavigateBills

SelectOrganisation

Enter Item

Information

AlternateRequired

?

EnterAlternate

Item

Enter Revision

SelectItems from

LOV

Click ItemSequence

TAB

Item & Operation Sequences

populate

SelectComponentsFrom LOV

Enter Quantity

Skip Engineering

Tab(NO ENTRY)

OpenDate Effectivity

Tab

Enter From & To

dates

SkipECO Tab

(NO ENTRY)

Open Component

Detail Tab

Enter Yield

Default data of Cost roll up,

Status and type appears

Proceed toFill other

Tabs

Add More

Components To Bills

A

No

Yes

Creation of Bills (…contd)Open material

ControlTab

Enter Sub-inventory

Open OrderEntry Tab

Select fromATP

Optional Mutually Exclusive

Enter Minimum Quantity

Enter Maximum Quantity

Enter Basis

Open Shipping entry

Tab

Open Comments

Tab

Shippable, Include in ship docs,

Required to ship, Required for revenue

Comments

ContinuedFrom Earlierstage

Select Appropriate

values

Enter Comments

Click on revisions

Enter Descriptions

To addSubstitute

?

Select component

Click on Substitutes

Button

Select Substitute

Components

Enter Substitute Quantity

Click onDesignators

EnterReferenceDesignator

number

Enterdescription

ATo add

Components?

Open Item

Revisions

Create Routing Update CostRelease item

NoYes

No

Yes

Copy BillsNavigate

BOMSupervisor

Click onBills

NavigateBills

SelectOrganisation

Enter Item

Information

AlternateRequired

?

Enter Revision

EnterAlternate

Item

SelectItems from

LOV

NavigateMenu Bar

Click onTools

Select Copy bills From ……

Enter Billinformation

EnterOrganisation

Enter Item Number

Enter Alternate

Of the Item

EnterRevision

No. of itemSelected

Check Engg bill ,

If any

Check Copy

Option

Click on Copy Button

No

Yes

Modify BillsNavigate

BOMSupervisor

Click onBills

NavigateBills

SelectOrganisation

Press F11

Enter Item Number

Press Ctrl + F11

Required BOMOpens

To Add Components

?

Refer the BOM creation

stepsA

To removecomponents

?

Select thecomponents

Delete thelines

Select thecomponents

Open theRequired

tabs

Modify the data

Save

No

No Yes

Yes

Create RoutingsNavigate

BOMSupervisor

NavigateRoutings

Click onRoutings

SelectOrganisation

SelectItems from

LOV

Enter Routinginformation

EnterWIP

Information

EnterOperation Yield

Information

EnterDescriptionInformation

EnterSub-inventoryInformation

EnterRevision Details

EnterOperation Resource

information

EnterSchedulingInformation

EnterCosting

Information

Release Item

Update Cost

Create Routings (Contd)Navigate

BOMSupervisor

NavigateRoutings

Click onRoutings

Enter Routinginformation

Click onMain Tab

Enter Operationsequence

Enter Operation

code

Remove Check marks

Enter Department

EnterWIP

Information

EnterMin Transfer

Qty “1”

Click onWIP Tab

Check onCount point

To report Completion

?

Check onAuto Charge

Check on Back flush

Enter Description

Enter Yielddata

EnterCompletion

Sub-inventory

Enter Revision Details

Enter Revision Number

EnterEffective

dates

EnterOperation Resource

information

EnterSchedulingInformation

EnterCosting

InformationRelease ItemUpdate Cost

MoreOperations

?

No

Yes

Operation ResourcesOpen

OperationResource

tab

ContinuedFrom Earlierstage

Enter Sequence Number

Enter Resources

Enter basis

Enter Usage

(per unit)

Inverse Calculated

automatically

Enter SchedulingInformation

Enter Available

units

Enter Schedules

Specify Whether ResourceAvailable24 hours

Cost Update

Cost ManagementSupervisor

Select ItemSelect

OrganisationItem type

?

Check Entry of

Material & Material OH

Check Routing,

Bills, Resources

Check Purchasing

attributes

Check AssemblyAttributes

Roll up Cost At pending

level

Purchase item Manufactured item

Confirm Cost value

Freeze Cost

Check updateOf localised

data

Informusers

GENERAL LEDGER

GENERAL LEDGER

Transaction FlowsExport of transactions from modulesImport of transactionsPosting of transactionsJournal EntriesPeriod Close

Transaction Flows

General Ledger

Interface


(INV)

Project Transactions

(PA)

Fixed assetsTransactions

(FA)

Sales & Revenue

Transactions(AR)

PayableTransactions

(AP)

Export of Inventory Data to GL

Navigate to Inventory

Responsibility

Click onAccounting

Close Cycle

Click onGeneral Ledger

Transfers

Select Organisation

Enter Details

Click onOK

Click onSubmitButton

To process For otherOrgs?

Change Organisation

Close theRequest Screen

Transfer ofGRIN

Transactions

Transfer ofWIP Issue

Transactions

Transfer ofSALES IssueTransactions

Transfer ofProject issuetransactions

Navigate to General LedgerResponsibility

Click onImport Journals

Select Inventory From LOV

Select All IdsImport

With Validation POST


Export Receivables to GLNavigate

ReceivableTransactions

Entry

InterfaceClick on

GL Transfers

Select PostingDetail = DETAIL

Select Posting

Date

Select Transaction

Dates From & TO

Select YES or NO

For import intoGL

Click onSubmit Button

Note the Request ID

Refer Support

team

Is theRequest

CompletedNormal ?

Open GL

Responsibility

Import from Receivables

Post


Export Payables to GL




?

Validate All

Invoices

Release All

Holds

Run Payable

Accounting Process

DO Unaccounted

Invoices Exists ?

Transfer Payable



Post Payable



Revalidate All invoices

Review & Transfer Project Revenue to GL

Review process Of Revenue

Select the project

Retrieve therevenue

Status will beUnreleased

Check Revenue Or COGS

Select theRevenue

ReleaseRevenue

Click Deletebutton

COGS & WIPEvents also gets

deleted

Recreate theRevenue process

Run PRC: Submit interface

Streamlineprocess

Interface Draft Revenue to GLCheck for

Exceptionreport

YesNo

Printed exception report

Blank report

CloseThe window

Review & Transfer Project Invoice to GL

Review process Of Invoice

Select the project

Retrieve theinvoices

Status will beUnapproved

Is InvoiceValue

Correct ?

Select theInvoice

Approve & ReleaseInvoice

Click Deletebutton

Recreate theInvoice process


Streamlineprocess

Interface Draft Invoice to GLCheck for

Exceptionreport

IS taxes areCorrect ?

Correct Taxes

CloseThe window

NoYes

Exceptions are available

Blank output

FA Accounting

Switch Responsibility

To Fixed Assets

Click onOpen / CloseFA periods

Run Depreciation

Select YES to

Close period

Process Journal entries

Transfer JournalsTo GL

Accounting In General

Ledger

Inventory

RG update

Fixed Assets

Payables

Projects

Purchasing

Receivables

TR

AN

SF

ER

TO

GE

NE

RA

L LED

GE

R

Import from

Interface

Automatic transfers scheduled

Manual Transfers

VAT transactions

Import of transactions to GL

To Import Inventory – select all groups

To import Tax lines for purchases – select purchasing – no groups

To import Assets

To Import RG transactions

To Import VAT transactions

Receivables, Projects, Payables, Spreadsheet transactions are exported to GL from their modules and no need to import separately.

MANUFACTURING CYCLE

Manufacturing Cycle

Job Orders creation processJob Order ReleaseMaterials drawn for Job ordersJob order completionRework job ordersOutside processing (OSP) Job ordersCycle CountScrapping of Materials (copy)

JOB ORDERS Sales Plan

Release

Build Plan Release

Consolidation Plan

CheckingMaterial

Availability

Is Items Make or

Buy ?

Release of Purchase orders

Make

Buy

OSP orIn-house

Production?

ReleaseOSP

orders

ReleaseStandard

Work orders

OSP

In-house

Check and changeRouting details

Job Order Release

Job OrderRelease

BOM Released

?

RequestEngineering

For BOM

BOM creationprocess

CreateStandard

Production Orders

Select Items

SelectDestination

Enter quantityTo be produced

Checkcomponents

Changecomponents

?

ChangeQuantity

?

Select Alternate / new

components

EnterStart / end

dates

Increase /Decreasequantity

ReleaseJob orders

Yes

Yes

No

No No

Yes

Materials drawn for Job ordersJob Ordercreation

Release of Pick list

Movement of Materials by

STORES

Materials Found

Defective ?

Offer to QA For inspection

Of returned

ComponentReturn to

stores

ReusableAfter

Rework?

Create RRF

Recommendscrap

Rework& creditstores

Job orderCompletion

process

Getreplacement

ScrappingProcess

Yes

No

YesNo

JOB order CompletionJob Ordercreation

PhysicalProductioncomplete

Check output

Is outputMatching

requirement?

Convert intoDifferent item

?

Accepting the Output as is?

Reject thematerials

Credit toStores

Yes

No

Yes

No

No

Yes

ReleaseOSP

orders

ScrappingProcess

Rework Job orders

QA Recommendation

For rework

In-house orSub-contract

?

Create Non-standard

Job orders

Call the Reworkable

materials

Add otherRequired

components

JOB Ordercompleted

Is outputMatching

requirement?

Convert intoDifferent item

?

Accepting the Output as is?

Credit toStores

Reject thematerials

ScrappingProcess

Job orderCompletion

process

Yes

No

Yes

YesNo

No

In-house

Sub-contract

ReleaseOSP

orders

OSP orders

OSP OrdersSelect the

end product

Confirm OSP

Routingselected

Enterquantity

Enter start /End date

ReleaseOSP

Orders

Confirm Requestcreation

Informbuyers

ConvertRequestInto PO

CheckOSP rates

PO ApprovalProcess

GRINProcess

Job orderCompletion

process

Cycle Count

Cycle Countprocess

List of Items

Selected

PhysicalCount

Identify difference

approveadjustment

Adjust difference

Release List of

adjustments

Scrapping of Materials

ScrapRecommendation From shop floor

ScrapRecommendation

From Logistics

MoveMaterialsTo Reject

warehouse

ConvertMaterials

IntoScrap part #

Identify theCustomerFor scrap

CreateSales Order

DespatchThe materials

Saleable ?Destroy

Materialsphysically

adjustinventory

Yes

No

ORDER TO CASH CYCLE

Order to Cash Cycle

Customer creation Sales OrdersRelease Sales OrdersShipping Transactions Work Flow back ground entries Auto Invoicing Receipts entry Creating Credit/Debit Memo/Misc. Invoice GL Interface

Creation of CustomersNavigate

ReceivablesNavigate

CustomersClick on Standard

Enter CustomerName

Is customerAlready

Existing ?

Close theWindow

Click on NEW Button

Click on Customer

Address field

Select thecountry

Check ‘Active’Box

Assign Businesspurpose

Click on Usage Box

Select theBusiness purpose

EnterLocation

Select ActiveOr inactive

status

To AddMore business

Purpose ?

Select any one Business

Purpose asprimary

SaveNavigate

Contact detailsSelect

Billing contact

Enter otherContact

information

Profiledata

CompleteProfile

data

Save theCustomer Data

Localiseddata

Enter CompletePostal address

Yes

No

Yes

No

Click on Address Flex field

Enter Location- Org Id

Click on OK Button

Profile Data I

SelectPayment

terms

Click onOverride terms

& select

Select Profile class

Define Credit, Receipt &

Terms

Localiseddata

CreateCustomers

Click onTransaction

Tab

EnterProfileData

AcceptDefaultData ?

Select Collector, Account status,

Select Risk code

Credit rating

Define Tolerance

limit

Click the boxesNext to Cr check

& Cr hold

Click Creditfield

Click TERMSfield

AllowDiscount

Define grace Days for Receipt

& discount

Click RECEIPTS

field

EnterAmount of

Clearing days

Define Auto cashRule set

DefineReminder set

Click Auto receipts

IncludeDisputed items

CompleteDocument

Printingtab

CompleteAmounts

Tab

CompleteOrder

managementTab

CompleteMarketing

Tab

Profile Data II

Click on Send statement

box

CreateCustomers

Click onDocument

Printing Tab

EnterProfileData

Click on Send credit

balancebox

DefineCycle for

statements

Click on Send letter

box

Click onDunning Tab

Select typeOf letters

Click onConsolidated

Billingformat

Enable to Send

Consolidatedbills

Selectformats

Click onFinanceCharges

field

Click on Charge interest

box

SelectInterest type

Define NumberOf days for

Interest Cycle

Click onAmounts

Tab

Define Currency

CompleteOrder

managementTab

Localiseddata

SelectPrice list

DefinePart shipment

DefineFreightTerms

DefineOwnership

Transfer time

DefineSchedule limit

Define Shipmenttolerance

Click on Send statement

box

Define Returntolerance

DefineOver-ship

basis

Customer Additional Data

Excise registration data – enter Range, Circle, Division,

Sales Tax Registration Data – CST, LST details

VAT registration data – TIN number

Sales order CreationNavigate

Order, returns Enter Headerinformation

Click Sales Orders

Existing Customer

?

Refer to createNew customer

Enter Customername

Enter OrderType

Enter SalesOrder contact

Customer #, Ship to, Bill to,

Payment term

Click Lineinformation

Click Pricing Tab

Select / enterItems

EnterQuantity

Select Pricelist

Save

Select / enterShipping date

ClickShipping

TabSave

Click TaxesButton

SelectTaxes

Assignpreferences

More Taxes?

ApplySave

Book Order

Yes

Yes

Yes

No

No

To addMore lines

?

OpenLocalisation

screen

No

Select‘External’ at

source

Sales order ReleaseNavigateShipping

NavigateRelease

Sales orders

EnterOrder

Number

Click onShipping Tab

Enterwarehouse

Move toMain Tab

Clear offScheduleShip date

Clickconcurrent

button

Open Shipping

Transactionform

EnterSales

Order # Open the lines Check status

Open Sales Order

Check status

Move stock

CheckDelivery Id

Is Status =Staged?

Picked ? Awaiting

Shipping ?

Check Date& Change

PartiallyPicked ?

Stock available

Assigned To other Order ?

Removeallocation

Refer to Support

Yes

YesYes

Yes

Yes

YesNo

No

No

No

No

No

Delivery Move to

Delivery TabSelect

‘Ship Confirm’Click

GO Button

Accept Defaults inThe screen

Click OK

InterfaceTrip stopsubmitted

NoteRequest No.

Verify requestcompletion

Delivery ID

SelectDelivery ID

Status = Complete

?

Is the ExciseSequence

OK ?

GenerateExciseInvoice

ConfirmExcise invoice

Refer toSupport Team

Workflow Background EngineNavigate

ToInventory

WorkflowBackground

process

Select theReport Name

Selectparameters

Select Item TypeOM order Line

Specify ‘YES’ toProcessdeferred

Enter NOFor

Process Stuck

Enter NOFor Process

Time out

VerifyReport

Completenormal

Auto InvoiceNavigate Accounts Receivable

SelectInterface

SelectAuto invoice

SelectRequest Set

Open Parameters form

Enter SaleOrder Number

Click OK

Verify theRequest completenormal

CompletedNormal ?

Refer SupportTeam

Check A RInvoiceNumber

Click onTransactions

Refer the LastInvoice

Generated

Note theNumber

Print SalesInvoice

Receipts Entry - Header

NavigateReceivableReceipts

Entry

Navigate Receipts

Click on Receipts

Enter Cheque No.

Ensure Receipt Type

= Cash

Enter Currency

Code

Enter Receipt Date

Current DateDefaults as

GL date

Click Payment Methods

Enter Bank Details

of the instrument

Click on DFF

Enter Sales Order

Number

Leave Context data

Blank

Enter detailsIn Customer Tab

Enter details In

Remittance tab

Enter Details inApplication

Summary tab SAVE

Receipts Entry - DetailsNavigate

ReceivableReceipts

Entry

Navigate Receipts

Enter Receipts

Header data

Click on Customers Tab

SelectCustomer Name

From LOV

Customer # &

Location Defaults

Enter sales Order number in

Reference

Leave blank In the Customer

Bank details

Click on Remittance Tab

No changeRequired on

Default values

Click on Application

Summary Tab

Status of theReceipt will be

Unapplied

Click openApplication

Button

Note the AREntry sequence

NumberClick OK

Application Screen appears

Is invoice Available in

LOV ?

Select ‘On Account’

Select Invoice ’

Note the Change in

Status

To modify theReceipt status

SAVE

Miscellaneous TransactionsNavigate

ReceivableSales Order

Invoicing

Navigate Transactions

Click onTransactions

Leave Transaction

Number

Enter Date of the transaction

EnterReference

SelectCurrency

Skip Context Value

Accept Default

Transaction Type

SelectClass

Classes available

Credit MemoDebit Memo

Invoice

Select Invoice ?

Select InvoiceOptions from

LOV

Select from

Component Invoice or Legacy BP InvoiceOr Legacy Invoice or

Project System InvoiceOr Project Invoice or Void

Select Debit Memo

?

Select Debit memo

Options from LOV

Select Credit memooptions from

LOV

Select fromInterest Invoice or

Miscellaneous

Select fromCredit Note or Miscellaneous

GO TO MAIN TAB

SelectBill TO

Customer

Confirm Pay terms

Enter Lines

Misc Transactions (lines)

Continue from Previous slides

Click on Lines

To Add More Lines ?

Enter Description

EnterQuantity

Enter Price

Click onDistribution

Button

Check theRevenue account

Note downTransaction

number

To Add TaxLines ?

Click onSales Credit

tab

SelectSales person,

If anySAVE

Check The

Transaction Number

Click onCOMPLETE

Button

EnsureNegative value

For credit memo

Transfer to GLNavigate

ReceivableTransactions

Entry

InterfaceClick on

GL Transfers

Select PostingDetail = DETAIL

Select Posting

Date

Select Transaction

Dates From & TO

Select YES or NO

For import intoGL

Click onSubmit Button

Note the Request ID

Refer Support

team

Is theRequest

CompletedNormal ?

Open GL

Responsibility

Import from Receivables

Post

COMPLETE PROJECTS CYCLE

Projects Cycle

Create ProjectsCreate Project BudgetsCreate Project AgreementRevenue Event & Generate Draft

Revenue Billing Event & Generate Draft

Invoice Expenditure Item Adjustments Project Accounting & GL Transfer

Projects CreationSelect Projects

Or Template

Copy Projects Or

Template

Check Required

boxes

UniqueProject

Number &name

SelectField

Data from LOV

A

Enter Customername

Check Primary ‘Bill to’ &‘Ship to’

Edit Data

Enter detailsIn

Tasks & events

ClickOK

Project Number protocol

All the Indian Projects to start with ‘IN’All PV, Thermal and development projects

to have ‘INPV’ , ‘INTH’ and ‘INDVP’ as prefix respectively.

Year of creation to be represented by Number (say 5 refers to Year 2005)

Standard or non-standard projects to be represented as 1 or 2

Project sequence to start from 001 to 999.

Budgets

SelectProjectnumber

Select theBudget

type

Cost BudgetCOGS Budget

RevenueBudget

EQUAL BUDGETVALUE

Entry at theLowest task

level

Entry at theProject

level

=

EnterVersionname

CheckNew Original

Box

Revenue budget

Agreementcreation

SelectApprovedRevenuebudget

SelectProject

Enter versionname

EnterChange reason

Enter Description

Click on DETAILS

Enter ExpectedRevenue by

GL period

Budget lineappears

Resource typeWill be‘None’

Amount typeDefault to‘Revenue’

Enter amountBy GL period

Save & Confirm

COGS budget

SelectCOGSBudget

type

SelectProject

Enter versionname

EnterChange reason

Enter Description

Click on DETAILS

Enter ExpectedCOGS by GL period

Budget lineappears

Resource typeWill be‘None’

Amount typeDefault to‘Raw Cost’

Enter amountBy GL period

Save & Confirm

Project AgreementSelect thecustomer

EnterAgreement

number

Selecttype

Enteramount

Is amountSufficientTo createinvoice?

Enterdescription

ClickFUNDING

SelectProjects for

funding

Enter theProject amount

Base linedSave

CreateRevenuebudget

Yes No

Revenue Events

SelectProject

Select Billing Select Events Click New Leave Task No,

& name as blank

Next event no.Will return

Select eventtype

Enter event dateEvent org &description

Enter BillAmount

Bill Amount= to invoice amount

= to revenue

Enter amountOf revenue tobe generated

Click DFF Enter

COGS amountClick OK& Save

CloseThe window

Generate Draft Revenue

Run RequestsSelect Single

RequestSubmit a

New Request

Select PRC:Generate

draft Revenue

Select Project Number

Leave the dateBlank

Is accrual to a Specific

Date?

Specify the dateClick OKClick

Submit

UpdateProcessing

status

Any exceptionReported ?

Correct thedata

Yes

No

CloseThe window

Review COGS eventsCOGS Event

review

Is COGS Entered

?

NavigateBilling / events

No Reviewrequired

Select theprojects

Refer theAdditional

entries

Is Draft

Revenue Generated

?

Wait for thePRC complete

Revenue Amount, WIP

& COGS accounted

Dr COGS &

Cr WIP

Check descriptions

Click on REVENUETo review

journals

ReviewAccuracy

Is There

Any error ?

ReleaseRevenue

Review theRevenue

Yes Yes

No

No

Yes

No

Review Revenue events

Review process Of Revenue

Select the project

Retrieve therevenue

Status will beUnreleased

Check Revenue Or COGS

Select theRevenue

ReleaseRevenue

Click Deletebutton

COGS & WIPEvents also gets

deleted

Recreate theRevenue process


Streamlineprocess

Interface Draft Revenue to GLCheck for

Exceptionreport

YesNo

Printed exception report

Blank report

CloseThe window

Billing Events

SelectProject

Select Billing Select Events Click New Leave Task No,

& name as blank

Next event no.Will return

Select eventtype

Enter event dateEvent org &description

Enter BillAmount

Bill Amount= to invoice amount

= to revenue

Enter Bill Amount to

be generatedClick DFF

Enter COGS amount

Click OK& Save

The steps for creating Billing even is same as that of creating the draft revenue

CloseThe window

Generate Draft Invoice

Run RequestsSelect Single

RequestSubmit a

New Request

Select PRC:Generate

draft Invoice

Select Project Number

Leave the dateBlank

Is accrual to a Specific

Date?

Specify the dateClick OKClick

Submit

UpdateProcessing

status

Any exceptionReported ?

Correct thedata

CloseThe window

Yes

No

No

Yes

Review of Invoice

Review process Of Invoice

Select the project

Retrieve theinvoices

Status will beUnapproved

Is InvoiceValue

Correct ?

Select theInvoice

Approve & ReleaseInvoice

Click Deletebutton

Recreate theInvoice process


Streamlineprocess

Interface Draft Invoice to GLCheck for

Exceptionreport

IS taxes areCorrect ?

Correct Taxes

CloseThe window

NoYes

Exceptions are available

Blank output

Review & Correct Expenditure

ExpendituresExpenditures

Inquiry

RetrieveProject

expenditure

SelectProjectnumber

Is projectExpenditureAvailable ?

Blank Output

Select theExpenditure toBe transferred

Click on TOOLS

SelectTRANSFER

Select theTask number

Is projectNumber is

correct?

SelectAlternateProject

To continueTransfer ?

Check theWindow forCompletetransfer

Click No toCancel

the action

To review Transfer ?

Click Yes toOpen theRe-query

Click NO to Close thewindow

SubmitNew request

PRC: InterfaceSupplier Invoice

Adj. to AP

Is processcomplete ?

CloseThe windowNo

Yes

No

Yes

No

Yes

No

Yes

PRC’s to be run PRC: BP solar allocation of Inventory To projects PRC: Transaction Import with ‘Order Management’ as

Source PRC: Submit interface streamline process with DXU:

Distribute / Interface usage and miscellaneous cost to GL

PRC: Interface Supplier invoice from Payables PRC: Transaction import with ‘Inventory Misc’ as

source PRC: Update Project Summary Amounts PRC: Submit interface streamline process with DXA:

Distribute / Interface Supplier Invoice adj. to AP Cost Collector in Inventory Module

INVENTORY CYCLE

Inventory Cycle

Material ReceiptMaterial IssueInventory ManagementShop floor returnsSales return Scrapping

Receipt of materials

Receipt of Materials from

Vendors

Receive Materials

Quality Inspection



Offer Materials

For Inspection

Is all Qtty

accepted?

Enter data



Enter Excise data

Enter Excise data

Print GRIN

Distribute GRINs

To other functions

YesYes

YesYes

NoNo

NoNo

Issue of materialsIdentify Material

Requirement

Released Production

Orders

Bulk Materials

?

MaterialsAvailable in

Specific Sub-inventory

?

No movement

Move Materials to

Sub-inventoryReplenish Bulk

Confirm Full

Quantity ?

End

Released Sales Orders

Yes

No

Yes

No

No No

Yes

Inventory ManagementAcceptedMaterialsMoved in

Conditional Storage

Required ?

Store as perRequirement

Move materials For storage

Store as perRequirement

Do the itemsHave

Shelf life?

Maintain Data aboutShelf life

InformQuality about

Life

ABC AnalysisProcess

Define ABCCompilation

Are ABC ClassesDefined ?

Purge ABCclasses

Upgrade classassignment

Define Item Assignment

To ABC classes

Define ABCGroups

Define ABCClasses

SHELF LIFE MANAGEMENT

ABC CLASS ASSIGNMENT

Yes

Yes

Yes

No

No

Inventory Management

Physical Inventory process

Define Cycle count

Define ABCClasses

Define Cycle Count items

Automatic Schedule ?

Schedule automatically

Schedule Manually

Generate Count

request

Print Listing reports

Count items

Enter counts

Approve / Reject

Counts ?Recount ?

Print Reports

CYCLE COUNT

Yes

YesReject

Approve

No

No

Inventory Management

Physical Inventory process

Define Physical Inventory

Generate Tags

Count Items

Enter Counts

Void Tags

Run reports

Approve / Reject

Counts ?

PHYSICAL COUNT

Snapshot of On hand Inventory

Run Reports Post

Adjustments

Yes

No

Shop floor Returns

RRF process

Take back the Materials

Physically

ReplenishThe stock

Identify the RRF materials

Offer theMaterials for

QA inspection QA Result ?

Send back theMaterials for

rework

Inform buyers About the rejection

Get back Materials replaced

Get back Materials

After rework

Offer for scrap

VendorRe-supply

?

Move to Stock forreissue

Re-workable

Rejection

Possible

Not Possible ScrapProcess

Sales Returns

Sales ReturnsInventory

Adjustments

Reversal of COGS

Move the Materials

To warehouse

Split theReturns intocomponents

Splitting Into

Components?

QA Result?

Analyse The returns

Re-workable?

Offer materials For QA pass

Move to Regular

warehouse

ScrapProcess

Yes

No

Possible

Not possible

Useful

Not useful

Scrapping of Materials

ScrapRecommendation From shop floor

ScrapRecommendation

From Logistics

MoveMaterialsTo Reject

warehouse

ConvertMaterials

IntoScrap part #

Identify theCustomerFor scrap

CreateSales Order

DespatchThe materials

Saleable ?Destroy

Materialsphysically

adjustinventory

Yes

No

PURCHASE TO PAY CYCLEPURCHASE TO PAY CYCLE

Purchase to Pay Cycle

Supplier Creation / Assignment Cycle

Supplier management Cycle PO Requisition Cycle PO Creation Cycle Material Receipt & Inspection Cycle Matching in Finance Validation in AP & Posting in GL Payment of Purchase Bills Cycle

Request from Buyers

Available in master?

Create vendorin Master

Enter Localisation

data

Follow Create Vendor Protocol

Inform BuyersInform Buyers

Assign the Vendor

To Orgs

Supplier Creation Cycle

Yes

No

A B

A Vendor Creation Protocol

Naming Conventions – Mixed Letters , no duplicates , vendor with regions to be classified in sites

Supplier Types from – Suppliers – IND, Miscellaneous – IND , TDS Authority – IND, Excise Authority – IND, Customs Authority – IND, VAT Authority – IND, Capital Equipment Supplier, Employee, Inter Company

Complete Address at the Header Site Information Checking ‘pay’ & ‘purchase’ sites Contact Information Control & terms Bank Data Account Information

B Vendor Additional Information

Excise registration data Sales Tax Registration Data VAT registration dataTax Deduction data Check pre-approved TDS & Credit memo Enter Tax codes for deductionSpecify the Minimum invoice value for

deduction (as per law) Specify whether deduction is cumulative

or per invoice

Vendor Maintenance

De-activate or activate vendors for Transactions

Modifying Vendor Information (Including Additional Data)

Merging Vendors

Identify the Vendor

To deactivate the Vendor

To Block pay / Purchase sites

To Block site / Vendor

Uncheck pay / Purchase sites

Enter date in

‘Inactive On’

Open the Supplier master

Use F11 to get Existing master

Use LOV or Enter Partial Data & %

Press CTRL + F11

Identify theinactive Vendor

Remove date in

‘Inactive On’

De-activate / Activate VendorsDe-activation Process

Activation process

Vendor

Sites

Modifying Vendor Data

Identify the Vendor

To modify Vendor data

To modify additional

Vendor data

To modify Vendor

data / additional Data?

Use F11 to get Existing master

Use LOV or Enter Partial Data & %

Press CTRL + F11

Make required Changes

Make required Changes

Open the Existing Vendor

Open the Existing Vendor

Save

Save

Vendor Data

Vendor Additional

data

Vendor names should not be changed Change of names to be through additional

Vendor code and Merge Data at sites can be changed only at sites

and not at HeadersChanges at Header level does not reflect

at sites by defaultTerms and contact data can be changedApplicable tax sections can be changed

Modifying Vendor Data

Merging VendorsIdentify the

Vendors to be merged

Click on ‘Supplier Merge’

Transfer ‘From Supplier’

Transfer ‘To Supplier ‘

Select ‘All’ , ‘Unpaid’ or ‘None’

invoices

Is Site data to be merged

?

Click the ‘Copy Site’

Button

Click the MergeButton

Yes

No Do not Click the

‘Copy Site’ Button

Requisitions

Open Requisitions

Click Tools

Need By dateSource Expense / GoodsSupplier , Site OrganisationLocation Note to Buyer Note to receiver Buyer

Enter Preferences

Apply Preferences

Enter Line Information

Requesting Item /

Expense?

Enter Item

Enter Expenses

Enter Quantity

Enter Distribution

Enter Project Data (if any)

& Save

Open Taxes

Select taxes

Assign Precedence

Apply Taxes

HEADER LINES

Add more Lines

?

Save Forward for

ApprovalManage

Requisitions

Yes

No

Manage Requisitions

Approval Procedure

Within Limits

?

Submit for Approval

To be Forwarded

?

Forward Requisition

Reject Reqn ?

Print PR Approve

REJECT

Approval Process

Approval in Printed PR

MRP, WIP,INV ,

SO, requestAutomatic Request Generation A

NotificationSummary

Manual

Electronic

Yes

No Yes

No

No

Yes

Manage Requisitions ….

A Buyer Assigned ?

Decide To Buy

?

NeedClarification

?

Refer to Requestor

Assign Buyers

Cancel PR

Supplier Defaulted

?

AutomaticSourcing ?

Back to Request

Pull From supplier

List

Enter Source Details

RFQ

Quote

PO

Receiving

Yes Yes Yes

Yes

Yes

NoNoNo No

No

No

RequisitionManagement

Manual RFQ Entry

Auto Create RFQ ?

Auto Create

Select Suppliers

Select Supplier List

Print RFQSend RFQ to

Supplier

Using Supplier

List ?

Quotations Management

Yes

NoNo

Yes

Manage RFQ , Quotations

Copy from RFQ

Quotations Manual

Entry

Copy to Quotations

For Each suppliers

Analyse quotes

Approve Quotes

Manage PO

Quote Analysis

?

Yes

PO CreationApproved PR,

Blanket Agreements, Quotations

Verify the Contents

Found OK

Inform the Requestor for

change

Convert into Purchase Order

Back to P O Requisition

Create New Purchase Order

Correct PO

PO found OK ?

YesYes

NoNo

NoNo

Enter Line Info

Assign Taxes&

Apply

Enter Header

Info

PO Approval process

YesYes

PO CREATION

PO Header, Lines & Taxes

Copy from OLD PO

Repeat Order ?

YesYes

Create New PO

PO Header Info

Select Supplier

Need Amends

Enter Other terms &

Conditions

NoNo

Make amends

Forward For

Approval

PO Line Info

Taxes Info

Items / Expenses

?

Select Items

From LOV

Specify Expenditure

Assign ChargeAccount

Specify Quantity

Select Taxes

Assign Precedence

Is all Taxes Applied

?

Specify Shipping

Parameters

Save

Additional Lines ?

YesYes

YesYes

NoNo

NoNo

Items

Expenses

Returned PO

PO CREATION

PO Approval ProcessApproval process

Print PO

Forward PO For approval

Open Notification

With in Limits ?

To be forwarded

?

PO found OK ?

Approve

PO Forward For

Approval

Manual

Electronic

Reject PO

Return PO

YesYes

YesYes

YesYes

NoNo

NoNo

NoNo

NoNo

Distribute PO To other functions

Receipt of materialsReceipt of

Materials from Vendors

Receive Materials

Quality Inspection



Offer Materials

For Inspection

Is all Qtty

accepted?

Enter data



Enter Excise data

Enter Excise data

Print GRIN

Print GRIN

Distribute GRINs

To other functions

YesYes

YesYes

NoNo

NoNo

Match GRINs in Finance

Open Payables

Enter Invoices

Select Suppliers

Enter Invoice data

Enter InvoiceValue


Select GRINs for Matching

TDS To be

Deducted ?

SAVE

Deduct TDS

NoNo

YesYes

GRIN Available

?

PO Available

?


Select PO for

Matching

YesYes

YesYes

NoNo

NoNo

Enter Distribution

Invoice Value

Matching?

Pass entries toMatch Invoice

Value

YesYes

NoNo

Validation Process

Some data about INVOICES

Validation Process




?

Validate All

Invoices

Release All

Holds

Run Payable

Accounting Process

DO Unaccounted

Invoices Exists ?

Transfer Payable



Post Payable



Payment of Purchase BillsSelect

invoices due for

payment

Select Bank Documents

Release Payments

Select BP Solar Format Payments

Check for any Prepayments and

Adjust

Select any deductions or

Credit memos to Be adjusted

Use Pre-printedStationery

PrintCheques

Cheques

Hundi Payments

Overseas payments

Approve Payments

SigningOf

Cheques

Release To

Vendors

INVOICES

Payments can be released only against Invoices Payments can be made only to employees / Vendors Use Prepaid invoices for release of Advances Apply pre-payment invoices to invoices Use Standard Invoices to create expenses not routed through GRIN

/ PO Use Miscellaneous Creditors to release payments to one-time

vendors Use Pre-printed stationery for release of payments

1 Concise Encyclopedia of Atlas.ppt

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