209_ERP606_BPD_EN_IN

EHP6 for SAP ERP 6.0

March 2012

English

External Procurement of Services (209)

SAP AGDietmar-Hopp-Allee 1669190 WalldorfGermany

Business Process Documentation

SAP Best Practices External Procurement of Services (209): BPD

Copyright

© 2012 SAP AG. All rights reserved.

SAP, R/3, SAP NetWeaver, Duet, PartnerEdge, ByDesign, SAP BusinessObjects Explorer, StreamWork, SAP HANA, and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries.

Business Objects and the Business Objects logo, BusinessObjects, Crystal Reports, Crystal Decisions, Web Intelligence, Xcelsius, and other Business Objects products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Business Objects Software Ltd. Business Objects is an SAP company.

Sybase and Adaptive Server, iAnywhere, Sybase 365, SQL Anywhere, and other Sybase products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of Sybase Inc. Sybase is an SAP company.

Crossgate, m@gic EDDY, B2B 360°, and B2B 360° Services are registered trademarks of Crossgate AG in Germany and other countries. Crossgate is an SAP company.

All other product and service names mentioned are the trademarks of their respective companies. Data contained in this document serves informational purposes only. National product specifications may vary.

These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty.

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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include field names, screen titles, pushbuttons as well as menu names, paths and options.

Cross-references to other documentation.

Example text Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT Names of elements in the system. These include report names, program names, transaction codes, table names, and individual key words of a programming language, when surrounded by body text, for example, SELECT and INCLUDE.

Example text Screen output. This includes file and directory names and their paths, messages, source code, names of variables and parameters as well as names of installation, upgrade and database tools.

EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the ENTER key.

Example text Exact user entry. These are words or characters that you enter in the system exactly as they appear in the documentation.

<Example text> Variable user entry. Pointed brackets indicate that you replace these words and characters with appropriate entries.

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Contents

1 Purpose.................................................................................................................................. 5

2 Prerequisites.......................................................................................................................... 5

2.1 Master Data and Organizational Data.............................................................................5

2.2 Roles............................................................................................................................... 6

2.2.1 Defining Queries for Service Entry Sheet (POWL)...................................................7

2.2.2 Defining Queries for Invoicing (POWL)....................................................................7

3 Process Overview Table.........................................................................................................8

4 Process Steps........................................................................................................................ 9

4.1 Creating a Purchase Order..............................................................................................9

4.2 Maintaining a Service Entry Sheet................................................................................11

4.3 Approving the Service Entry Sheet................................................................................13

4.4 Invoice Verification........................................................................................................14

4.5 Posting Manual Outgoing payment...............................................................................15

4.6 Withholding tax Remittance Challan..............................................................................16

4.7 Updating Bank Challan Number for TDS Payment........................................................19

4.8 Vendor TDS Certificate Print.........................................................................................21

5 Appendix.............................................................................................................................. 23

5.1 Reversal of Process Steps............................................................................................23

5.2 SAP ERP Reports.........................................................................................................24

5.3 Used Forms...................................................................................................................24

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External Procurement of Services

1 Purpose

The service provider is in need of a service from a 3rd party.

The business process starts with a purchase order. It is possible to create a purchase order without reference or with reference to a purchase requisition.

The service entry is booked to confirm the service performed. The invoice is booked with reference to the purchase order.

2 Prerequisites

2.1 Master Data and Organizational DataA range of indispensable master and organizational data was created in your ERP system in the implementation phase, such as the data that reflects the organizational structure of your company, as well as master data that suits its operational focus, for example, master data for materials, vendors, customers, and so on.

This master data usually consists of standardized SAP Best Practices default values and enables you to go through the process steps of this scenario.

Additional Master Data (Default Values)

You can test the scenario with other SAP Best Practices default values that have the same characteristics.

Check your SAP ECC system to find out which other material master data exists.

Using Your Own Master Data

You can also use customized values for any material or organizational data for which you have created master data. For more information on how to create master data, see the Master Data Procedures documentation.

Use the following master data in the process steps described in this document:

Service

Service Plant

Master data Value Master / org. data details Comments

Company code 1000 Company Code 1000

Plant 1000 Production Plant 10000

Vendor 300100 (with Pan Number)

Vendor Services

3 vendors are listed

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Master data Value Master / org. data details Comments

300101 (without PAN number, and WHT tax rate has been maintained in vendor master as 20%)

300102 (without PAN number, and the WHT tax rate has been maintained in vendor master less than 20%)

here in order to show you the PAN number impact on the WHT.

The PAN number checking is carried out before the invoice posting. If the PAN number and WHT information are maintained inconsistently, then it is not possible to do the posting, vendor 300102 is designed to show you this situation.

For vendor 300100 and 300101, you can run through the scenario with different tax rate. But for vendor 300102, you will fail at the invoice posting.

Purchase organization

1000 Purchasing Org. 1000

Purchasing group 100 Purchasing Group 100

Personnel Number 999203 Chandra Mallolu

Material/Services You can use service with or

without a service number.

2.2 Roles

UseThe following roles must have been installed to test this scenario in the SAP NetWeaver Business Client (NWBC). The roles in this Business Process Documentation must be assigned to the user or users testing this scenario. You do not need these roles if you are not using the NWBC interface, but the standard SAP GUI.

PrerequisitesThe business roles have been assigned to the user who is testing this scenario.

Business role Technical name Process step

Employee (Professional User)

SAP_NBPR_EMPLOYEE_S Assignment of this role is necessary for basic functionality.

Purchaser SAP_NBPR_PURCHASER_S Creating a Purchase Order

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Business role Technical name Process step

Service Employee SAP_NBPR_SERVEMPLOYEE_S Maintain a Service Entry Sheet,

Approve the Service Entry Sheet

Accounts Payable Accountant

SAP_NBPR_AP_CLERK_S Invoice Verification

Posting Manual Outgoing payment

Taxation Clerk SAP_NBPR_IN_TAXATIONCLERK_S_S

Withholding tax Remittance Challan

Updating Bank Challan Number for TDS Payment

Vendor TDS Certificate Print

2.2.1 Defining Queries for Service Entry Sheet (POWL)

UseThe following queries must be defined to test this scenario in the SAP NetWeaver Business Client (NWBC). You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

The queries are necessary to access role specific worklists in the SAP NetWeaver Business Client (NWBC).

For more information on the creation of queries, see the section Creation of Queries in Personal Object Working Lists (POWLs) in the Quick Guide to Implementing the SAP Best Practices Baseline Package (IN) document.

ProcedureChoose the menu path Customer Service Service Processing Time Management Service Entry Sheet.

Business role

Application Object Type Variant Name

Variant Selections

Selection Criteria

Query Name

Service employee

Service Entry Sheet

Service Entry Sheets

- - Purchasing Organization: 1000

All Service Entry Sheets

ResultYou can now process the step Approve the Service Entry Sheet in the scenario External Procurement of Services (209).

2.2.2 Defining Queries for Invoicing (POWL)

UseThe following queries must be defined to test this scenario in the SAP NetWeaver Business Client (NWBC). You only need these roles if you are using the NWBC interface. You do not need these roles if you are using the standard SAP GUI.

The queries are necessary to access role specific worklists in the SAP NetWeaver Business Client (NWBC).

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For more information on the creation of queries, see the section Creation of Queries in Personal Object Working Lists (POWLs) in the Quick Guide to Implementing the SAP Best Practices Baseline Package (IN) document.

ProcedureChoose the menu path Accounts Payable Posting Invoices.

Business role

Application Object Type Variant Name

Variant Selections

Selection Criteria

Query Name


Invoice Purchasing Documents Ready for Invoicing

- - Company Code: 1000

All Purchasing Documents Ready for Invoicing

ResultYou can now process the step Invoice Verification in the scenario External Procurement of Services (209).

3 Process Overview TableProcess step External

process reference

Business condition

Business role

Trans-action code

Expected results

Creating a purchase order

- – Purchaser ME21N Purchase Order for external services is created.

Maintain a Service Entry Sheet

– – Service Employee

ML81N The Service Entry Sheet has been created.


– – Service Employee

ML81N The status of the service entry sheet is changed to ‘Accepted’

Invoice Verification

– – Accounts Payable Accountant

MIRO Invoice has been created and blocked for payment.

Posting Manual Outgoing payment


F-53 Outgoing payment posted

Withholding tax Remittance Challan

Taxation clerk

J1INCHLN Generate WHT Remittance challan

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Process step External process reference

Business condition

Business role

Trans-action code

Expected results

Updating Bank Challan Number for TDS Payment

Taxation clerk

J1INBANK Bank Challan updated

Vendor TDS Certificate Print

Taxation clerk

J1INCERT TDS certification printed

4 Process Steps

4.1 Creating a Purchase Order

UseThe purpose of this activity is to formalize a specific requirement for a service from the vendor by creating a purchase order.

You now have the possibility to store the data of purchase orders as template for the data you use most of the time. To save the data to a template, choose Save as Template.To load data from a template, choose Load from Template.

Procedure1. Access the transaction choosing one of the following navigation options:

Option 1: SAP Graphical User Interface (SAP GUI)

SAP ECC menu Logistics Materials Management Purchasing Purchase Order Create Vendor/Supplying Plant Known

Transaction code ME21N

Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role

Business role Purchaser

(SAP_NBPR_PURCHASER_S)

Business role menu Purchasing Purchase Order Purchase Order Create Purchase Order

Start with step 7 in case you create the purchase order without a reference to the purchase requisition number

2. On the Create Purchase Order screen, choose Document Overview On.

3. If you create a purchase order with reference to a purchase requisition, choose Selection Variant and choose Purchase Requisitions.

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4. On the Purchase Requisitions screen, enter the Purchase Requisition Number created earlier in the Purchase Requisition number field. (You can also use the input help (F4): On the purchase Requisitions per order tab page, choose Enter, select the order number created earlier and choose Copy.)

5. Choose Execute. The purchase requisition is displayed on the Create Purchase Order screen.

6. Using drag and drop, move the purchase requisition number into the shopping cart and make the following entries:

Field name Description User action and values Comment

Vendor 300100

or 300101

or 300102

7. If you create the purchase order without a reference to the purchase requisition enter the following data or check the data (if created with reference). If you create a purchase order without reference to a purchase requisition please enter also the vendor which is listed above.


Header data

Order Type Standard PO

Purchasing Org. 1000

Purch. Group 100

Company Code 1000

Vendor 300100

or 300101

or 300102

Please enter if create with or without reference

Item Overview

Short text Services Please enter what you need (description)

A – Account assignement category

K Cost center

I – Item Category D Service

Plnt 1000 Plant

Matl group YBSVS1

8. Confirm your entries with Enter.


Item Details – Services (Line 10)

Short Text Activity If you have more than 1 activity please go on in

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line 20 in item details

Quantity 1

Unit AU Unit for services

Gross Price 1400 Enter your price

Cost Center 1701 Use existing cost center

Item Details - Invoice

Invoice – Tax Code S1

9. Confirm your entries with Enter.

10. Save the purchase order.

11. Make a note of the standard purchase order number:_________________.

12. Choose Back to return to the SAP Easy Access screen (SAP GUI).

Or

Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

ResultYou have created a purchase order for third-party services and materials.

4.2 Maintaining a Service Entry Sheet

UseIn this activity the performed services are reported in the service entry sheet.

Procedure1. Access the activity using one of the following navigation options:


SAP ECC menu Logistics Materials Management Service Entry Sheet Maintain

Transaction code ML81N

2. On the Service Entry Sheet screen, choose Other Purchase Order / Other document (Shift + F5)

3. A popup screen is shown, in the Select Purchasing Order/Entry Sheet screen make the following entries and choose Continue (enter).

Purchase Order

<Purchase order number from previous step>

4. The purchase order is now selected. In the Service Entry Against Purchase Order 45000000xx 0010 screen, choose Create entry sheet (Shift + F1), to create a service entry for the purchase order.

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5. On the 10000000xx Create Entry Sheet screen, choose Service Sel. to copy services from purchase order.

6. A popup screen with the name Service Selection appears, in this screen mark radio button next to From Purchase order, in the field the purchase order is defaulted. Also mark the field of Adopt full quantity, and then choose Continue (enter).

7. In the screen Select Services as Reference, select the first row. Then choose Services / Adopt Services (F9).

8. On the 10000000xx Create Entry Sheet screen, make the following entries and the choose continue (enter).

Short text

Cleaning report week <This week number>

(The short text is at the top of the screen just below the purchase order number)

9. Save the service entry sheet by choosing Save (Ctrl. + S). Make a note of the entry sheet number. Entry sheet: ____________ ________________.



1. Access the transaction choosing one of the following navigation options:

Business role Service Employee

(SAP_NBPR_SERVEMPLOYEE_S)

Business role menu Customer Service Service Processing Time Management Service Entry Sheet

2. Select the query All Purchase Documents Ready for Service. You may restrict the POWL list by entering Period for Expected Services as “Today”.

3. In the POWL shown, choose the purchase order you created in step 4.1.

4. Choose Create Service Entry Sheet button.

5. On the Service Entry Sheet Purchase Order 45xxxxxxxxx 0010 screen, choose Create Entry Sheet (SHIFT + F1).

6. On the 10000000xx Create Entry Sheet screen, choose Service Sel. to copy services from purchase order.

7. A popup screen with the name Service Selection appears, in this screen mark radio button next to From Purchase order, in the field the purchase order is defaulted. Also mark the field of Adopt full quantity, and then choose Continue (Enter).

8. In the screen Select Services as Reference, select the first row. Then choose Services / Adopt Services (F9).

9. On the 10000000xx Create Entry Sheet screen, make the following entries and the choose continue (enter).

Short text

Cleaning report week <This week number>

(The short text is at the top of the screen just below the purchase order number)

10. Save the service entry sheet by choosing Save (Ctrl. + S). Make a note of the entry sheet number. Entry sheet: ____________ ________________.

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11. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

ResultThe Service Entry Sheet has been created with reference to the purchase order.

4.3 Approving the Service Entry Sheet

UseIn this activity the service entry sheet is approved by the company. When this is done the vendor can send an invoice for the approved amount to the service provider.



SAP ECC meniu Logistics Materials Management Service Entry Sheet Maintain

Transaction code ML81N

2. On the Display Entry Sheet screen, choose Other Purchase Order / Other document (Shift + F5)

3. A popup screen is shown, on the Select Purchasing Order/Entry Sheet screen make the following entries and choose Continue (enter).

Entry sheet

<Entry Sheet number from previous step>

4. To be able to change the service entry sheet choose Display Change.

5. In the 10000000xx Change Entry Sheet screen, choose Accept (Ctrl. + F1) to accept the service entry sheet as it is. Save the Entry sheet by choosing Save (Ctrl. + S)






1. Select the query All Service Entry Sheets for changing the Service Entry Sheet. You may restrict the POWL list by entering Purchase Organization as 1000, and Selection Period for Document in the Criterion Maintenance area. In the POWL shown beside mark the line with the service entry sheet number created earlier and choose More Actions Process Service Entry Sheet.

2. On the 10000000xx Change Entry Sheet screen, choose Entry Sheet Set Status Acceptance.

3. Choose Save to save the service entry sheet.

4. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP Home (SAP NetWeaver Business Client).

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ResultThe status of the service entry sheet is changed to ‘Accepted’.

4.4 Invoice Verification

UseThe vendor sends an invoice for the Service delivered. This invoice must be booked against the purchase order and verified with the entry sheet.



SAP ECC menu Logistics Materials Management Logistics Invoice Verification Document Entry Enter Invoice

Transaction code MIRO


Business role Accounts Payable Accountant

(SAP_NBPR_AP_CLERK_S)

Business role menu Accounts Payable Posting Invoices

2. NWBC: Select the query All Purchasing Documents Ready for Invoicing. In the POWL shown beside mark the line with the purchase order number created earlier and choose Create Invoice Document.

3. On the Enter Incoming Invoice: Company Code 1000: Overview screen, make the following entries.

A popup screen might occur; here you enter the company code 1000. This will occur if you have not been working in the system before and don’t have a default company code. You can check the actual company code by choosing Edit Switch company code or choose F7.

Invoice Date

Amount Reference Bus.place/sectn Calculate tax

Tax Code

<Today's Date>

1400 + TAX Cleaning week <This week number>

1000 / 1000 X S1

4. At the PO reference tab page, choose Purchase Order/Scheduling Agreement from the drop down box of 1 Purchase Order/Scheduling Agreement and in the field Purchasing Document Number, right next to the drop down box, enter the purchase order number. Choose Enter to update the screen.

For NWBC: The purchase order number has already been filled-in.

You can also search for the purchasing order using F4, use vendor 300100 or 300101 or 300102.

5. Mark the check box in the column Booking OK for the line item.

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6. Scroll to the right in the item overview area and mark the check box in the column Final Invoice (in the middle of the table).

7. Choose Post and make a note of the Document number. Document number: ____________ ________________

If you are using the vendor 300102, which is without PAN, but the WHT tax rate maintained in vendor master does not equal to 20%. Then you will find out it is not possible to post the invoice. An error message is issued by the system “PAN not available” (message number: J1IN013). You need to either maintain the PAN number for this vendor or maintain the WHT tax rate in the vendor master as 20%.


Or


ResultInvoice has been created and blocked for payment.

4.5 Posting Manual Outgoing payment

UseYou can post outgoing payments either manually or automatically (payment program SAPF110).

The manual posting process is described below. You will process like this especially in case of manual payment or a manual step by step posting of the account statement.

Prerequisites There are open items for the vendor you use in this step. If not, refer step Error: Reference source not found Post Vendor invoice to create one.

Procedure



SAP ECC menu Accounting Financial Accounting Accounts Payable Document Entry Outgoing Payment Post

Transaction code F-53


Business role SAP_BPR_AP_CLERK-S2 (Accounts Payable Accountant 2)

Business role menu Accounts Payable Posting Payments Post Outgoing Payments

2. On the Post Outgoing Payments: Header Data screen, make the following entries:


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Document Date

* for example, today's date

Company Code

1000

Currency INR INR

Reference (*) Optional

Bank data

Account * (bank transfer domestic account)

For example,: 24000219

Amount * for example,1218

Value Date * for example, today's date

Open item selection

Account 300100

or 300101

Vendor Account no.

Account Type K

3. Choose Process Open Items.

4. On the Post Outgoing Payments Process Open Items screen, choose Select All, then choose Deactivate Items, select the required item (Open invoices, credit memos, and so on), choose Activate Items.

5. Choose Post (Ctrl+ S).The system displays the message Document XXXXXXXXXX was posted in company code 1000. Check the posted document using Document -> Display.


Or


ResultThe document posts the bank account (Bank transfer domestic) on the credit side and the vendor with the alternative reconciliation account (Domestic payable) on the Debit side. The system clears the open invoices and credit memos that were selected during the process open items along with payment made.

4.6 Withholding tax Remittance Challan

UseTax withheld from the Vendor, at the time of Invoice posting / payment, need to be paid to the Government using ITS Challan. When you create a remittance challan, the system identifies which withholding tax items need to be remittance challan. The following activities will be carried out by the system:

Post an accounting document to clear these items from the withholding tax payable account to the bank account that you want to transfer the tax.

System will generate an internal remittance challan number

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Prerequisites The Vendor must be assigned the recipient type.

Maintain the internal remittance challan numbers for the fiscal year.

Payable Account must be maintained on Open Item basis.

Withholding tax liability must be posted through invoice process or payment process with Section Code Assignment in the Vendor Line item.

Procedure



SAP R/3 Menu SAP CIN Menu Entry Tax Deduction at Source Extended Withholding Tax Vendor Challan Post

Transaction code J1INCHLN


Business role SAP_NBPR_IN_TAXATIONCLERK_S_S

(Taxation Clerk)

Business role menu CIN TDS Challan Number Updation

2. On the Create Remittance Challans screen, make the following entries:


Company Code

Company Code 1000 Select the Company Code

Fiscal year Fiscal year for example, 2011 Current Fiscal year, based on the Tax deduction documents posted in the system

Business Place/ Section Code

Section Code used at the time of Invoice posting for reporting purpose

1000 Assign the Section Code

Details of Withholding Tax Items

Document Number

Accounting documents which are posted in system

Invoice number or * Choose the selection criteria

Posting Date To select the account documents posting date to be considered

Enter the date range Choose the selection criteria based on the documents posted in the system and for which Withholding tax need to be paid

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Section Official Withholding Tax Section Code

194C Official Section code for which Tax is remitted through this payment document

Payment Due Dates

Tax payment due date Choose the selection criteria

Vendors Vendor number 300100 or 300101 Tax can be paid for a specific vendor also

Recipient Types

Recipient types of the vendors

A Select the corresponding recipient type to whom the tax remittance challan is being made. If the filed left to blank all the line items will be selected by the system i.e Corporate and non-corporate

CO- Corporate

OT – Others

GO – Government

Tax Remittance Details

Document Date

Document Date to be consider to post the Remittance challan accounting document

Remittance challan outgoing payment document, document date

Posting Date Posting date to be considered to post the Remittance challan accounting document

Remittance challan outgoing payment document, posting date

Bank Account General Ledger Account maintained for the Bank Account

Interim Bank Payment GL Account

Eg. GL A/c no 24100111 Cheques issue account

3. Select the Execute icon or choose F8 to proceed further.

4. On the Post with Clearing Add G/L account item screen, make the following entries:


Amount Withholding tax value E,g, 182

Value Date Enter value date

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Business Place

1000 Enter the Business Place

5. Choose Enter, confirm the pop up Coding Block dialog box of by choosing Enter.

6. On the Post with Clearing Process open item screen, choose the relative Account line items and choose Document Overview.

7. On the Post with Clearing Display Overview screen, double click on the line item.


Amount Change to * System will propose the amount.

8. Choose Document Overview,

9. Confirm the pop up Coding Block dialog box of by Enter if appears.

10. Choose from menu (NWBC: More…) Document Simulate. System will show amount for each part of TDS.

11. On the Post with Clearing Display Overview screen, choose Post.

12. On the Create Remittance Challans screen, system displays the clearing document number created. Note down this number ______________.


Or


ResultSystem will post an accounting document to clear the open item of Withholding tax payable and it will assign the internal remittance challan number, please note the challan number.

4.7 Updating Bank Challan Number for TDS Payment

UseOn receipt of the amount, the House Bank will acknowledge the same on the Income Tax Challan and returns copy to you. When the bank sends you a bank challan, you enter the bank challan in the system. The system stores the bank challan number in all remitted withholding tax items by means of proof that you have remitted the tax and uses the same while printing Withholding Tax Certificates and Annual Returns.

PrerequisitesHouse bank must be created where the challan deposited. The house bank can be different than your own bank.

Challan remittance number range must be defined in the system for the fiscal year. (Number range objects name - J_1ICHLNNO - Internal number range for challans).

Procedure



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SAP R/3 menu SAP CIN Menu Entry Tax Deduction at Source Extended Withholding Tax Vendor Challan Update Bank Challan Number

Transaction code J1INBANK



(Taxation Clerk)

Business role menu CIN TDS Bank challan updation

2. On the Bank Challan Update screen, make the following entries:


Company Code

Company Code 1000

Fiscal Year Fiscal Year in which document posted

2011

Challan Clearing Number

Outgoing accounting payment document number for posting the challan remittance

Choose F4 Search to select the Challan Clearing Number.

Choose the one posted in the previous step

Internal Number

Internal remittance challan Number

automatically entered by system

Automatically defaulted by the system based on the accounting document entry

Internal Challan date

Internal Challan date automatically entered by system

Automatically defaulted by the system based on the accounting document entry

Bank Challan Number

Bank Challan Number External Challn number assigned by the Banker. for example, CH1

Actual challan number

Bank Challan Date

Bank Challan Date External Challan date assigned by the Banker)

Payment date based on the remittance challan

Bank Key Bank Key HDF10– house bank key

3. Check all the entries

4. To update the entries in the system choose Execute or F8

5. Choose Back.


Or


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Result Challan details will be stored into the system and system will display on the Bank Challan Update screen.

4.8 Vendor TDS Certificate Print

UseYou need to issue the Tax Certificate to the Vendor for each type of services separately i.e. Official Section Code wise. Tax Certificate has to be generated as per the format of Form 16A. The Tax certificate contains various details, Company address and Tan number, Vendor PAN number, Vendor Address, Tax details, External Challan remittance, External Challan date, etc., some among them.

PrerequisitesTax certificate numbers has been defined for the current fiscal year. (Number range object J_1ICERT- Withholding Tax Certificates (India))

Maintain the PAN number in the additional data of the Company Code Global Parameters.

Maintain the TAN number in the Search Term 2 of the Section Code definition.

Procedure



SAP R/3 menu SAP CIN Menu Entry Tax Deduction at Source Extended Withholding Tax Vendor Certificate Print

Transaction code J1INCERT



(Taxation Clerk)

Business role menu CIN TDS Print Vendor WH Tax Certificates

2. On the Print Withholding Tax Certificates for Vendors screen, make the following entries:


Company Code

Company Code 1000 Enter the company code key

Fiscal year Fiscal year for which certificates are printing

2011 Fiscal year for which tax certificates to be issued

Business Place

Business Place ie. Tax reporting office

1000 Tax deduction office key which is created in the system and assigned while posting the documents

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Section Official Tax deduction section

194C Select the section code for which tax certificate being issued

Posting Dates Posting date of tax deduction document

Give Date Range You can issue the Tax certificate for a total fiscal year also based on your requirements

Bank Challan Numbers

External Bank Challan number

<enter the bank challan number you enter in step 4.7>

for example, CH1

Enter bank challan number if known otherwise leave blank this field

Bank Challan dates

External Bank Chllan Date

Enter the date when you generate the Bank Challan.

Enter the date on which amount paid and endorsed by the Bank. Otherwise leave the filed blank

Vendors Vendors 300100 or 300101 Vendor Key to whom the certificate need to be issued

Certificate Date

Certificate issue date which will be printed on the certificate

For example: current date Certificate date

Signatory Name of the person who is going to sign the Certificate

Enter the name Name of the Authorized signatory to sign the Tax Certificate

Father's Name Enter the name

Designation Designation of the person in the Company, who is going to sign the certificate

Enter the Designation Designation of the Authorized signatory

Place of Printing

Place of issue of the certificate

Bangalore Place from which certificate issued

3. Choose Execute and system will pop up the Print output device screen, Enter the Output device. The output results can be seen on the Print Preview options. At the time of Print preview system will not assign the Tax Certificate number. It will display output on the screen.

4. Cancel the output on the by using the Cancel icon on the Print preview screen and use the back to go to ‘Print Withholding Tax Certificates for Vendors’ screen and to issue the print

5. If you seen the output in the Print Preview option execute the transaction again in the step 3 assign the output devise screen, enter the printer name, number of copies, check the Print immediately, Check for New spool request, and select the Print icon or choose Ctrl+P.

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6. System will print the TDS Certificates, TDS summary (Challan No. wise) and TDS Summary (TDS Certificate wise) and the same can be seen Own Spool Requests (System Own Spool Requests).


Or


Result Tax Certificate number assigned and updated necessary values.

Output generated for TDS Certificate and issued to print.

5 Appendix

5.1 Reversal of Process StepsIn the following section, you can find the most common reversal steps, which you can take to reverse some of the activities described in this document.


Transaction code ( SAP GUI) ML81N

Reversal: Change the Service Entry Sheet

Transaction code ( SAP GUI) ML81N




Comment Choose the button Revoke acceptance (Ctrl + F2).

Invoice Verification

Transaction code ( SAP GUI) MIRO

Reversal: Cancel Invoice Document

Transaction code ( SAP GUI) MR8M

Business role Accounts Payable Accountant (SAP_NBPR_AP_CLERK_S)

Business role menu Accounts Payable Posting Invoices Cancel Invoice Document

Comment Enter the invoice number you want to cancel and select the Reversal Reason.

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5.2 SAP ERP Reports

UseThe table below lists the most frequently used reports that help you to obtain additional information on this business process.

You can find detailed descriptions of the individual reports in the following BPD documents, which provide a comprehensive compilation of all important reports:

Financial Accounting: SAP ERP Reports for Accounting (221)

Logistics Processes: SAP ERP Reports for Logistics (222)

Note that the descriptions of some reports that are an indispensable part of the process flow may be located directly in the section where they belong.

Reports

Report title Transaction code (SAP GUI)

Business role (NWBC)

Business role menu (NWBC)

Comment

Purchasing Documents per Account Assignment

ME2K

Purchasing Manager

(SAP_NBPR_PURCHASER_M)

Purchasing Reporting Purchasing Document Evaluation Purch. Orders by Account Assignment

A purchase document overview for different accounts (e.g. cost center)

Purchasing Documents per Vendor

ME2L Purchasing Manager

(SAP_NBPR_PURCHASER_M)

Purchasing Reporting Purchasing Document Evaluation Purchase Orders by Vendor

A purchase document overview for different vendors.

5.3 Used Forms

UseIn some of the activities of this business process, forms were used. The table below provides details on these forms.

Common form name

Form type Used in process step Output type

Technical name

Purchase Order SmartForm NEU YBIN_MMPO

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209_ERP606_BPD_EN_IN

Documents

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