SCM640 Foreign Trade
Short Description
SCM640 Foreign Trade...
Description
SCM640 Foreign Trade
SCM640 Foreign Trade
THE BEST-RUN BUSINESSES RUN SAP SAP AG 2004 SAP AG©2004
Software Component: Release SAP R/3 Enterprise
2005/Q2
Material Number: 50071660
© SAP AG
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Copyright
Copyright 2004 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice.
SAP AG 2004
Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, Windows, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation. IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400, iSeries, pSeries, xSeries, zSeries, z/OS, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, and Informix are trademarks or registered trademarks of IBM Corporation in the United States and/or other countries. Oracle is a registered trademark of Oracle Corporation. UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group. Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or registered trademarks of Citrix Systems, Inc. HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C®, World Wide Web Consortium, Massachusetts Institute of Technology. Java is a registered trademark of Sun Microsystems, Inc. JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. MaxDB is a trademark of MySQL AB, Sweden. SAP, R/3, mySAP, mySAP.com, xApps, xApp, 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 in several other countries all over the world. 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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Course Prerequisites
z MM Overview z SD Overview z Specialized knowledge of foreign trade / customs
SAP AG 1999
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Target Group
z Audience:
Project team members, organizers, and employees in departments for foreign trade and customs requirements
z Duration: 3 days
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Notes to the user
The training materials are not teach-yourself programs. They complement the course instructor's explanations. On each page, there is space for you to write down additional information.
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Introduction
Contents: z Influencing factors z Globalization z Internationalization z Formation of economic zones z National and international laws and regulations z Distributed processes and goods movements
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Course Goals
This course will prepare you to: z Efficiently and competently use tools to assist you in performing foreign trade activities z Identify relevant business cases and explain how they are interconnected in the foreign trade/customs fields
SAP AG 1999
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Introduction: Unit Objectives
At the end of this unit, you will be able to: z Describe how certain trade zones influence both
the political and the economic environment to a considerable degree z Give examples of how purchasing, production
and sales are becoming increasingly international z Explain how international/multinational laws and
regulations increasingly influence national laws
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Introduction: Course Overview Diagram
Introduction
Communication / Printing
Basic Data
Legal Control
Documents in Foreign Trade
Documentary Payments
Import Basis Module
Periodic Declarations
Data Service
Preference Determination
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Table of Contents
Preface
Unit 1
Introduction
Unit 6
Communication / Printing
Unit 2
Basic Data
Unit 7
Legal Control
Unit 3
Documents in Foreign Trade
Unit 8
Documentary Payments
Unit 4
Import Basis Module
Unit 9
Periodic Declarations
Unit 5
Data Service
Unit 10
Preference Determination
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Foreign Trade - Influencing Factors z Laws / Regulations
z Countries
z Industry sectors
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Foreign Trade - Laws / Regulations
z Supranational
z Countries
WTO
15 EU members
WCO
Japan
WHO
USA
UN
Korea
Mexico
z Country groups
EU
NAFTA
ASEAN (future)
MERCOSUR (future)
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Foreign Trade - Industry Sectors z Industry-specific functions
High tech
Legal control
Aerospace and Defense
Legal control
Automotive
Preference processing
Trading houses / Banks
Documentary payments
Chemical industry
Legal control
z Industry-independent functions
Declarations to the authorities
Export / import processing
Dual use control
Communication / Printing
Data service
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Economic Zones
NAFTA
JAPAN
EU
ASEAN
MERCOSUR
SAP AG 1999
Tendency towards the formation of economic zones:
EU European Union
EFTA
NAFTA North American Free Trade Association
ASEAN Association of South East Asian Nations
MERCOSUR Mercado Comun del Sur
Other economic zones are emerging.
© SAP AG
European Free Trade Association
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Foreign Trade as a Service Function
Financial accounting
Production
Preference processing
Purchasing
Legal control
Customs processing
Foreign trade and payments legislation Customs law § Taxation law Commercial law
Documentary payments
Sales
Periodic declarations
Communication printing
Shipping
Billing SAP AG 1999
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Introduction: Summary
z Globalization of markets and business
processes place greater demands on the business software to reflect this situation. z International and supranational organizations
increase their influence on how companies carry out their business processes.
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Basic Data
Contents: z Vendor master z Purchasing info record z Material master z Geographical information z Customer master z Customizing: Checks and default values
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Basic Data: Unit Objectives
At the conclusion of this unit, you will be able to: z Define what master data is necessary for correct, automated foreign trade processing z List the additional objects you should maintain z Describe the default values and checks that can be set in Customizing
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Basic Data: Overview Diagram
Introduction
Communication/Printing
Basic Data
Legal Control
Documents in Foreign Trade
Documentary Payments
Import Basis Module
Periodic Declarations
Data Service
Preference Determination
SAP AG 1999
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Basic Data - Overview
Master data Vendor Material Purchasing info record Customer
Customizing Geographical info Code numbers
4013 45 22 92 3
Customs procedure Business transaction type
43000 11
...
SAP AG 1999
Master data required for foreign trade processing:
All data relating to foreign trade is stored in the master data for the entire process chain. This starts with the vendor master record in purchasing, and includes the purchasing info record, the material master record, geographical information and the customer master record in sales.
The goods vendor and the customer define where the import and export processes take place.
Vendor and material data is stored in the purchasing info record, which simplifies the purchasing process.
Customizing allows various checks for validation of master data and movement data.
Default objects from Customizing enable automatic document creation.
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Foreign Trade Cockpit Foreign trade: Cockpit General processing in foreign trade
Select
Create
Periodic declarations Legal control
Change Customizing
Documentary payments Communication/Print
Master data Lists, statistics, declarations, journals
Import/ export documents
Preference processing Data service
Display
Consistency
Completeness Wizards
SAP AG 1999
The Foreign Trade Cockpit gives you central access to all foreign trade functions in your SAP System. The cockpit is divided into several sections such as processing, periodic declarations, legal control and data service.
The cockpit brings together all the necessary tools for each section, so that you can process and monitor operative business transactions. You can also maintain master data directly from the cockpit. You can also access the most important Customizing functions directly from the Cockpit. These Customizing functions are also supported by step-by-step interactive processing guides (Wizards).
The completeness and consistency of the data in your system is very important for processing business transactions. Therefore, the cockpit contains reports for monitoring data in documents, master records and entries in Customizing.
The data service cockpit reduces the amount of maintenance for all areas of foreign trade. You can import data from external sources into your SAP System or run comparisons between your data and that of a data provider (see also Data Service).
Reports with flexible selection options compile journals, lists and statistics for your foreign trade data. You can save your selection parameters as variants so that you can run these reports regularly in the same format. The ABAP List Viewer (ALV) functions are available for further processing of the lists.
You can even maintain user data to achieve a user-specific setup in the cockpit.
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Foreign Trade Cockpit: Basic Data Foreign trade: Cockpit
Master data
General processing in foreign trade Periodic declarations Legal control Documentary payments Communication/Print
Maintenance
Materials Customer Vendors Purchasing info records
Monitoring Data import
Customizing Import code numbers
Merge
Countries Business trans. types
Preference processing
Customs procedure Customs offices ...
Data service
SAP AG 1999
The master data and the default values in Customizing contain large amounts of data that is necessary for processing business transactions in foreign trade.
This data must be entered in the system, which must continually check that it is consistent, complete and up-to-date.
You can maintain and monitor the master data directly from the cockpit. Functions for importing master data from external sources and merging data are available in the Data service cockpit (for more information, refer to the Data Service unit).
Customizing supports foreign trade processing with default values for objects such as import code numbers, customs procedures and business transaction types. You can go from the cockpit directly to maintenance transactions for the more important settings in Customizing tables. You can use the General processing - Foreign Trade cockpit to maintain import code numbers, countries and currencies. Use the Data service cockpit to import data for commodity codes, import code numbers and customs duty rates.
The cockpit has step-by-step interactive process guides (Wizards) available for important Customizing settings. Significant basic settings in Customizing for foreign trade can be made using the wizard in the Periodic declarations cockpit.
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Vendor Master
Vendor
1080 Purchasing organization 1000 Plant 1000 z z z z z z z z
Vendor's country Vendor's region Language Incoterms VAT registration number Mode of transport Customs office of entry Currency Customs tariff preference
SAP AG 1999
The data in the vendor master record is used for: y Communicating between vendor and plant or purchasing organization, y Printing transportation documents y Creating declarations to authorities
The International Commercial Terms (Incoterms) for regulating cost and risk transfer and the associated rights and obligations of the buyers and vendors can also be stored here.
In the preference determination unit, you will find details about the data for customs tariff preference in the vendor master record.
You can use the cockpit to access standard reports to examine the master vendor data and determine whether general foreign trade data has been maintained.
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Material Master
Material number
DPC-1000
Plant
1000
z z z z z z
Commodity code/Import code number Country of origin Region of origin Export/import group Weight Other data: Specific foreign trade data: CAS number PRODCOM number Market organization data
Legal control
Customs tariff preference
SAP AG 1999
A tariff must be set for all products; in other words, each product must be given a commodity code or an import code number.
For more information about code numbers, see the Import Basis Module unit.
The origin information can be stored in the material master.
All data relating to export processing can be found in the sales and distribution (SD) documents. The export/import group is used to determine export procedures.
The Legal Control unit contains legal control information and preference is dealt with in detail in the Preference Determination unit.
You can access standard reports from the cockpit that allow you to examine the material master data and determine whether the following data has been maintained: y General foreign-trade data y Data that is relevant for legal control y Preference data y Restitution data
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Purchasing Info Record
Vendor Material
1080 DPC-1000
Purchasing organization Plant z z z z
1000 1000
Country of origin Region of origin Import procedure Incoterms Customs tariff preference
SAP AG 1999
The purchasing info record represents the link between the vendors and the material they deliver.
It overrides the vendor master record.
When you create the first purchase order with a new vendor, the system can automatically generate the purchasing info record.
The relevant data for the customs tariff preference (preference zone, vendor declaration), vendor declaration data is automatically completed by the preference determination. You can also supplement this data manually (for more information, see the preference determination unit).
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Geographical Information Customizing Header
Routes Option 1: Route
Option 2: Default
z z
Export documents
Mode of transport Customs office
Default header data in foreign trade z Mode of transport z Customs z Means of transport offices z Country of origin z Container (means of transport)
Header Import documents
Header Export documents
SMOD transaction Option 3: User Exit
z z
Header
SAP exit V50EPROP Document - header
Import documents
ABAP/4 coding
Header Export documents
SAP AG 1999
There are three possible options for creating default foreign trade header data in Materials Management (MM) and Sales and Distribution (SD):
Option 1: For export processing in SD, you can use the route as the main carrier for export-related information.
Option 2: You can use Customizing (Default foreign-trade header data) to determine the foreign trade header data for the business transaction depending on the goods direction, the country of departure and the country of destination.
Option 3: You can use the SAP extension V50EPROP to define your own enhancement project (transaction CMOD) and use the function module exits there to define the default data: - Function module exit EXIT_SAPLV50E_001 for export header data - Function module exit EXIT_SAPLV50E_002 for import header data
As it determines data, the SAP System proceeds in the following order: First, data from the route is determined. The foreign trade header data in Customizing is then added. (Note that this data does not replace any data.) Finally, user enhancements that both replace and add to existing data are interpreted.
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Customer Master
Customer
1450
Company code Sales organization z z z z z z
1000 1000
Customer's country Customer's region Language Incoterms VAT registration number Currency
Sanctioned party lists (legal control)
Payment guarantee (documentary payments)
SAP AG 1999
The data in the customer master is used for: y Communicating between the customer and the sales organization y Printing documents relevant for export y Creating various declarations to the authorities
The Legal Control unit will look at the sanctioned party lists used in legal controls in more detail.
The Documentary Payments unit contains more details about payment guarantees used in documentary payments.
You can run a standard report from the cockpit in order to examine the customer master data and determine whether the following data has been maintained: y General foreign-trade data y Data relevant for legal control y Data for documentary payments
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Customizing: Check Objects and Default Values
Material master
Customizing Geographical info
Commodity code/ Code number
Mode of transport Customs offices
Default business-trans. type Countries/regions
Export/import group
Strategies for MM documents Strategies for SD documents
Default customs procedure Strategies for MM documents Strategies for SD documents
SAP AG 1999
All foreign trade data is checked against the settings in Customizing.
The official customs-relevant data is stored in these check objects.
This enables correct processing of export and import processes.
The export/import group determines the export procedure.
If required, you can enter permitted combinations of modes of transport and customs offices into the system. Then, when a mode of transport/customs office combination is entered, the system checks whether it is permitted. If the combination is not permitted, you can control whether the system issues information, a warning message or an error message.
As of Release 46C, you can run a consistency check for a combination of procedure and business type.
In addition, you can classify the customs procedures as import or export procedures. This ensures that an import procedure can only be used in import documents and an export procedure can only be used in export documents.
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Commodity Code/Code Number Customizing Country Commodity code
Official description
DE
7201 1000 000
Wood screws
DE
8605 0000 000
Passenger cars, baggage cars
US
...
...
Details
Official description DE
8605 0000 000
Passenger cars, baggage cars Mail cars (including railway) Special cars
Special unit of measure 01 Special unit of measure 02 Additional information
Receipt/import and dispatch/export
Oil indicator SAP AG 1999
A systematic, internationally standardized description of goods has been based on the Harmonized Schedule (HS) for numerical classification and identification of goods since 1988. This method is useful for evaluation or summarization purposes. This system took the place of various other systems that were used up to that time. Since it was produced on an international level, it reflected a significant standardization in this area.
The HS assigns each good a code number, which you can store in the SAP System as the commodity code. As you calculate duties, you can then assign the commodity codes/code numbers to the individual goods in the material master record.
In addition, you can save commodity code texts in the system. This text is then issued when you create declarations or print export documents.
For some declarations to authorities such as the intra-European Union trade statistics, certain goods must be declared in certain set units of measurement. Therefore, a special unit of measurement that was stipulated for a certain commodity code is defined for that commodity code.
You can indicate in the additional information field whether the number is to be used as the commodity code, import code number, or for both.
As of Release 4.6C, you can use the oil indicator to mark products for which an oil declaration is necessary.
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Mode of Transport
Customizing Country
Mode of transport
Description
FR FR FR FR FR FR FR FR
1 2 3 4 5 7 8 9
Sea Rail Road Air Mail Fixed means of transport Domestic shipping Own propulsion
USA .....
1 .....
Sea .....
SAP AG 1999
The mode of transport defines the way in which goods in the country of destination are imported or goods in the country of departure are exported.
In Purchasing, the mode of transport can be saved in the vendor master.
In Sales and Distribution processing, the mode of transport can be saved in the route.
You can also use Customizing (Default foreign-trade header data) to determine the mode of transport for the business transaction depending on the goods direction, the country of departure and the country of destination.
If required, you can enter permitted combinations of modes of transport and customs offices into the system. Then, when a mode of transport/customs office combination is entered, the system checks whether it is permitted. If the combination is not permitted, you can control whether the system issues information, a warning message or an error message.
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Customs Office
Customizing Country Customs office DE DE DE
1241 1299 6309
JP JP JP
BLKAN BLNAR BLVOK
.....
.....
Description Hamburg airport Hamburg free port Frankfurt airport Osaka Karsa airport Narita Yokohama harbor customs authority .....
SAP AG 1999
In the case of exports, the customs office identifies the geographical location, where the goods to be exported must be registered before they leave the jurisdiction of that particular country.
In the case of imports, the customs office defines the location where the goods to be imported are to be registered before they can circulate freely.
You can distinguish between the following customs offices: y Customs office of departure (Export customs office) y Office of exit y Office of destination
For purchasing, the customs office can be stored in the vendor master.
For sales and distribution processing, the customs office can be saved in the route.
You can also use Customizing (Default foreign-trade header data) to determine the customs office for the business transaction depending on the goods direction, the country of departure and the country of destination.
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Procedure
Customizing Country Procedure Description DE DE DE DE DE
10000 10400 43000 43001 71000
Export w/o preceding procedure Export follows import Permanent import Temporary import (subcontracting) Import to bonded warehouse
FR
.....
.....
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The procedure defines the customs procedure for the transfer of goods and the customs procedure for incoming goods. In the European Union, the first two digits identify the upcoming customs procedure and the second two identify the previous customs procedure.
The procedure should be maintained in the purchasing info record for purchasing and in an individual default object for sales and distribution processing.
In addition, you can classify the customs procedures as import or export procedures. This ensures that an import procedure can only be used in import documents and an export procedure can only be used in export documents.
As of Release 4.6C, you can also run a consistency check for a combination of procedure and business type.
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Business Transaction Type
Customizing Country BE BE BE BE BE BE BE BE BE BE .....
Business trans. type 11 12 13 14 15 21 22 23 41 42 .....
Description Final purchase/sale Article on approval/sample Barter trading Sale to foreign traveler Financial leasing Goods returns Replacement for returned goods Replacement for non-returned goods Goods delivery for subcontracting Repair/maintenance free of charge .....
SAP AG 1999
The business transaction type describes the business transaction in foreign-trade legal and business terms.
The business transaction type is to be maintained not only for purchasing but also for sales and distribution processing in a separate default object.
This specification is required within the European Union (EU) for registering import and export data for INTRASTAT and EXTRASTAT.
In legal control, the necessary business transaction type is also saved in the definition object.
In legal control, the business transaction type is used as follows: If a document item needs a specific export license, the item's business transaction type should be the same as the one in the export license.
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Statistical Value
Export / Dispatch Border patrol
Plant
Transportation & insurance costs
Fictitious goods value at the border
Customer
Import / Receipt Transportation & insurance costs Plant
Border patrol
Fictitious goods value at the border
Vendor
SAP AG 1999
The statistical value determines the value of the goods at the border.
Within the European Union (EU) the statistical value (goods value at the border) is required for every exported or imported item, especially if you submit monthly notifications to the INTRASTAT, EXTRASTAT or KOBRA, for example. The authorities in your country use this information to create statistics about foreign trade.
The statistical value can also be used for customs declarations and must be printed in the export documents. Import- and export processing can then take place on the basis of the statistical value. This applies to the following export documents: - Export declaration (EX) - Restitution - ...
The system uses the condition records for condition types GRWR and GWLB (subcontracting) to determine statistical values in pricing in the SD billing documents and MM orders. In SD, the condition records are created for each relevant Incoterm clause within a sales area. In MM, they are created for each relevant Incoterm clause within a plant or purchasing organization. You can use all the functions in pricing to supplement the default condition type provided by SAP or adjust it to meet your requirements.
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Basic Data: Summary
z Correct and complete maintenance of the relevant
master data is very important, especially in foreign trade, since not every department has the necessary knowledge and information in this specialized area. z The information necessary for processing export and
import business transactions is assigned to different master data records. z Once data is maintained in the master data, it
automatically appears as a default in both purchasing and sales and distribution documents. z Missing or inapplicable data can be added or
changed at any point in document processing.
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Exercises Unit: Basic Data
• Correct and comprehensive maintenance of relevant master data from the foreign trade perspective • Maintenance of check objects
You are responsible for import and export processing within your company. You must ensure that all data within this function is complete and correct.
Exercises - Unit 2 - Basic Data
2
3
Plant 1 Vendor
4
5 Customer
2
••Vendor (1) Vendormaster master (1) ••Material master (2) Material master (2) ••Purchasing Purchasinginfo inforec. rec. (3) (3) ••Route (4) Route (4) ••Customer (5) Customermaster master (5) ••Customizing Customizing
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Note: The ## symbol stands for the number of your group. When you maintain master data in the R/3 System, you have the option of using a reference or copy function. This allows you to create a new master record by copying the relevant data from the reference or template. Below you will find reference data for a variety of master data. You can use these objects as references in the exercises that follow. You can use the following vendor as a reference for exercise 1: Vendor Company code Purchasing organization
1080 (Search term: SCHULUNG) 1000 1000
You can use the following material master records as a reference for exercise 2: Number Industry sector Material type Plant Storage location Sales organization Distribution channel
Trading goods DPC1000 Mechanical engineering Trading goods (HAWA) 1000 0001 1000 10
Finished product P-402 Finished products (FERT) 1000 0001 1000 10
You can use the following info record as an example for exercise 3 (only for comparison purposes; the info record cannot be used as a template): Vendor Material Purchasing organization Plant Info record number
1080 (Search term: SCHULUNG) DPC1000 1000 1000 5300003096
You can use the following customer as a reference for exercise 4: Customer (EU, France) Company code Sales organization Distribution channel Division Account group
© SAP AG
1450 (Search term: PICARD) 1000 IDES AG, Germany 1000 Germany Frankfurt 10 End customer sales 00 For all divisions 0001 Sold-to party
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1
Vendor master record Your company has just started dealing with a vendor in France. You need to enter the new vendor into the purchasing system. Create a vendor master record in R/3. From the General Foreign Trade Processing cockpit, in the Master data section, select the Create Vendor function. Vendor Company code Purchasing organization Account group (##: Your group number)
KEU_## 1000 ________________________ 1000 ________________________ LIEF
Maintain all the required address fields. Proceed to the Control screen. Enter the VAT registration number (FR12345678908 for France) here. Remember that the number begins with the alphanumeric country code and that there is a checking rule behind this field. On the Accounting screen, you need to maintain two fields: Reconciliation account: Cash mgmnt group
161000 A2 Foreign payments A/P
On the next screen (Payment transactions – Accounting), maintain: Payment terms
ZB01 Within 14 days 3% cash discount, Within 30 days 2% cash discount...
Then proceed to the Purchasing data screen to maintain the necessary fields: Order currency Payment terms Incoterms Mode of transport-Border Office of entry Purchasing group
© SAP AG
FRF ZB01 CIP ____ 3816 001
________________________ ________________________ Marseilles Road Weil am Rhein-highway (road) ________________________
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Material master You introduce a new product onto the market and want to create a new material master for it. Select the Create Material function in the Master data section of the General Foreign Trade Processing cockpit. Material HA_## Industry sector Mechanical engineering Material type Trading goods (HAWA) (##: Your group number) Select the following views as you create the new material: – Basic Data 1 – Sales - Sales Org. Data 1 and 2 – Sales – General/Plant data – Purchasing – Foreign Trade: Import Data – Accounting 1 (you may have to page down to select this view) Enter the following organizational data (or copy the reference material using Copy from…): Plant Sales organization Distribution channel
1000 1000 10
________________________ ________________________ ________________________
Maintain the required fields. Make sure that the short text is maintained in German, English and French (Use the Additional data function). View: Basic data 1 Base unit of measure Material group Division Net weight Gross weight
PC piece(s) ____ Hard disks ____ High Tech 0.125 KG 0.125 KG
View: Sales – Sales org. data 1 Sales unit Delivering plant © SAP AG
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Tax classification
1
View: Sales: general/plant data Transportation group Loading group
On pallets Manual
Profit center
View: Purchasing Purchasing group
001
View: Foreign trade import Comm./imp. code no. Export/import group Country of origin Region of origin
84717053000 ________________________ 0009 ________________________ ____ Germany ____ Nrth Rhine Westfalia
View: Accounting 1 Valuation class Price control Price unit Mov. avg. price
____ Trading goods V 1 61.00
Post goods receipt for this material: Select the create goods receipt function in the Documents section of the General Foreign Trade Processing cockpit. Select Goods receipt and Others from the input help fields at the top of the screen.(46B: Logistics → Materials Management → Inventory Management → Goods Movement → Goods Receipt → Other, and enter the movement type, plant and storage location first.) On the Material, Qty and Wk tabs, maintain the following data: Material MHA_## Quantity 1000 Movement type 501 GI receipt w/o PO Plant 1000 Storage location 0001 © SAP AG
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Now create a second material master record: You can use material P-402, as a reference. This material was mentioned at the beginning of this unit. Material Industry sector Material type
MFE_## Mechanical engineering (M) Finished product (FERT)
To create the material master, select the following views: – Basic Data 1 – Sales - Sales Org. Data 1 and 2 – Sales – General/Plant data – Foreign Trade: Export data – Accounting 1 (you may have to page down to select this view) – Costing 1 (you may have to page down to select this view) Enter the following organizational data (or copy the reference material using Copy from…): Plant Sales organization Distribution channel
1000 ____ 10
________________________ Germany (Frankfurt)
Maintain the required fields. Make sure that the short text is maintained in German, English and French (Use the Additional data function). View: Basic data 1 Base unit of measure Material group Division Net weight Gross weight
PC piece(s) ____ Metal processing ____ Pumps 250 KG 280 KG
View: Sales – Sales org. data 1 Sales unit Delivering plant Tax classification
© SAP AG
1000 1
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View: Sales: general/plant data Transportation group Loading group Setup time Proc.time Base qty
____ ____ 1 (day) 2 (days) 1
On pallets Forklift
View Foreign Trade: Export Comm./imp. code no. Country of origin Region of origin Export/import group
84136041000 ____ ____ 0001
________________________ Germany Hamburg ________________________
View: Accounting 1 Valuation class Price control Price unit Standard price
____ Finished products S 1 1396.24
Post goods receipt for this material: Select the create goods receipt function in the Documents section of the General Foreign Trade Processing cockpit. (46B: Logistics → Materials Management → Inventory Management → Goods Movement → Goods Receipt → Other, and enter the movement type, plant and storage location first.) Select Goods receipt and Others from the input help fields at the top of the screen.On the Material, Qty and Wk tabs, maintain the following data: Material MFE_## Quantity 1000 Movement type 501 GI receipt w/o PO Plant 1000 Storage location 0001
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Note: You can create corresponding material prices (condition type PR00) for both materials: Select Material → Change in the Master data section of the General Foreign Trade Processing cockpit. Then choose the Sales: Sales Org. Data 1 view for sales organization 1000 and distribution channel 10. Use the Conditions button to go to price maintenance for this material.
© SAP AG
Material
MHA_##:
87.50
UNI/PC
Material
MFE_##:
6,100.00
UNI/PC
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3
Purchasing info record Communication between the vendor and your plant is easier if you use purchasing info records. Create the following purchasing info record. Select the create purchasing info record function in the Master data section of the General Foreign Trade Processing cockpit. Vendor Material Purchasing org. Plant Info category
KEU_## MHA_##: 1000 1000 Standard
Maintain the following data: View: General Data Country of origin Region
FR 60
France ________________________
View: Purch. Organization Data 1 Planned delivery time Standard qty Minimum qty Net price Exp/imp. procedure
© SAP AG
3 20 10 100 FRF ____
Permanent Import
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4
Customer master record Your company has a new customer in France. Create a new customer master record. Select the create customer function in the Master data section of the General Foreign Trade Processing cockpit. Customer Company code Sales organization Distribution channel Division Account group
DEU_## 1000 1000 10 00 0001
Germany Frankfurt Final customer sales Cross-division Sold-to party
Country ____ France Language ____ English Transportation zone North France If you use the Reference function, make sure that you specify all organizational levels. Enter all necessary data on the Address screen. Proceed to the Control data screen. Enter the VAT registration number (FR12345678908 for France) here. Remember that the number begins with the alphanumeric country code and that there is a checking rule behind this field. Under Company code data → Account management, there are two fields you must maintain: Reconciliation account: Cash mgmt group
141000 E3
Trade Receivables - foreign Foreign customers
On the next tab (Payment transactions), maintain: Terms of payment
ZB01
Within 14 days 3% cash discount, Within 30 days 2% cash discount...
Then, maintain the necessary Sales area data: Shipping conditions Delivering plant Incoterms Terms of payment Tax classification
© SAP AG
02 Standard 1000 DAF Saarbrücken ____ Within14 days, 3% cash discount, Within 30 days, 2% cash discount… 1
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5
Overview of all your customers in a specific country You want an overview of how many customers your company has in the US. How do you do this? __________________________________________________________ Select Monitor customer in the Controlling section of the General Foreign Trade Processing cockpit. On the General selection criteria tab, enter US in the Country field and execute the report. Click on the first line to expand the report. You can also expand each master record in this list in order to make sure it contains all the necessary data.
6
Customizing (optional) Customizing contains important data and system settings for foreign trade. All data relevant to foreign trade, such as the commodity code of a material, the business transaction type, and the export procedure, are defined in Customizing for foreign trade. To access Customizing, select Tools → AcceleratedSAP → Customizing → Edit Project. Maintain the following (fictitious) data: Business transaction type ## Export procedure #### In Customizing, select: Sales and distribution → Foreign Trade/Customs → Basic Data for Foreign Trade →Define Business Transaction Types and Default Value → Define business types → Define Procedures and Default Value Æ Define procedure You can also go to the function for defining procedures and business transaction types from the Periodic Declarations cockpit by selecting Wizard Dispatch/Export. You can change or display commodity codes by using the Code number function in the Environment section of the General Foreign Trade Processing cockpit.
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Solutions Unit: Basic Data
1
Vendor master Cockpit: General Foreign Trade Processing; section: Master data. Select Vendor → Create.
2
Material master Cockpit: General Foreign Trade Processing; section: Master data: Select Material → Create.
3
Purchasing info record Cockpit: General Foreign Trade Processing; section: Master data: Select Purchasing info record → Create.
4
Customer master Cockpit: General Foreign Trade Processing; section: Master data. Select Customer → Create.
5
Overview of all customers in one country Cockpit: General Foreign Trade Processing; section: Controlling. Select Monitor customer.
6
Customizing Select the following menu path in Customizing: Sales and distribution → Foreign Trade/Customs → Basic Data for Foreign Trade → Define Business Transaction Types and Default Value → Define business types → Define Procedures and Default Value → Define Procedure You can also go to the function for defining procedures and business transaction types from the Periodic Declarations cockpit by selecting Wizard Dispatch/Export. You can change or display commodity codes by selecting Code number in the Environment section of the General Foreign Trade Processing cockpit.
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Documents in Foreign Trade
Contents: z Foreign Trade / Import z Foreign Trade / Export z Incompleteness z Foreign Trade Cockpit
SAP AG 1999
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Documents in Foreign Trade: Unit Objectives
At the conclusion of this unit, you will be able to: z Identify correlations between master data and Customizing objects z Correctly use the influencing factors and the various control parameters in the SAP System z Make optimum use of the monitoring capabilities
SAP AG 1999
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Documents in Foreign Trade: Overview Diagram
Introduction
Communication/Printing
Basic Data
Legal Control
Documents in Foreign Trade
Documentary Payments
Import Basis Module
Periodic Declarations
Data Service
Preference Determination
SAP AG 1999
© SAP AG
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Foreign Trade Data in the Supply Chain
Vendor
Business transaction receipt / import
Plant
Business transaction dispatch / export
Customer
Materials Management
Sales and Distribution
Purchase order
Order
Inbound delivery
Outbound delivery
Goods receipt
Goods issue Billing document
Invoice
SAP AG 1999
You can maintain the data necessary for import processing during the MM process in the purchase order, in the inbound delivery, and as of Release 4.6A, in goods receipt.
You can enter the data necessary for export processing during the SD process in the delivery and the billing document. You can maintain the data necessary for legal control and documentary payments in the sales order.
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Cockpit: General Foreign Trade Data Cockpit: General Foreign Trade Data General Processing in Foreign Trade Periodic Declarations Legal Control Documentary Payments
Import/ export documents
Create, display or change foreigntrade data in purchasing or sales and distribution documents
Status of foreign-trade data Doc. 3821 3834 3839 ...
Header Item x x E E E x ... ...
Communication/ Printing
Programs for checking and maintaining specific foreign-trade data in documents
Programs for creating journals and statistics
Preference Processing Data Service
Customizing Master data
Monitoring/maintaining master data and Customizing
SAP AG 1999
The Foreign Trade Cockpit gives you central access to all foreign trade functions in your SAP System. The cockpit is divided into several sections such as processing, periodic declarations, legal control and data service.
The following functions are available in the General Foreign Trade Processing cockpit: y Selection, analysis and processing of import- and export documents (and document creation, as of Release 4.6C) y Creation and modification of master data (material, vendor, customer, purchasing info record, statistical value) y Monitoring/Controlling the completeness of the foreign trade data in master records (material, vendor, customer) y Maintenance of data in Customizing (import code numbers, countries, currencies, ...)
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Foreign Trade / Import
Vendor Address Language Currency VAT registration number z Incoterms z Mode of transport z Customs office of entry z z z z
Purchase order Inbound delivery
Purchasing info record z z z z
Country of origin Region of origin Import procedure Incoterms
Material Goods receipt
Customizing
Invoice
Default z Geographical information
FI document
z z z z
Commodity code Import code number Weight Unit of measure
Customizing Default z Business transaction type
SAP AG 1999
When you create purchase orders, data relevant for import is determined by using various master data (vendor, material, purchasing info record) and default values from Customizing.
In Customizing, you can set up the system to automatically propose foreign trade data at header level (IMG: Default header data in foreign trade). You can also set the business transaction type as a default.
At company code level, you can also determine when the system displays import data screens: always, never, for all imports, or only for imports from the European Union.
Foreign trade data can be proposed independently for stock transport orders (IMG: Default values for stock transport orders).
If you want to reflect special business situations in your system, you can use the corresponding user enhancements, which allow you to implement your own logic by setting defaults for foreign-trade data on header- and item level.
The Foreign Trade Cockpit allows you to change or add to the foreign trade data in the MM documents by using a separate maintenance transaction.
© SAP AG
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Foreign Trade / Import - Process
Vendor
Business transaction Receipt / Import
Materials Management Purchase order
Plant
Foreign Trade Import data Header Vendor 1080
Inbound delivery
Item • 010
Goods receipt
DPC1000
Item • 020
P-402
Invoice
SAP AG 1999
Import transactions are automatically recognized by the system.
Import-data screens are generated for this process in the purchase order, inbound delivery and, as of Release 4.6A, in goods receipt.
If import-relevant data is missing, the system displays the import screens automatically so that you can enter the data.
You can change or add to the existing data at any time. You can also maintain different import-data views of relevant documents directly from the foreign trade cockpit. In other words, it is not necessary to use the transaction in materials management to call up the document.
Note: The inbound delivery (also referred to as "shipping notification" before Release 4.5) is not recommended for use within the materials management document chain. This means that goods receipt can be recorded directly with reference to a purchase order. In the demonstrations and exercises included in this course, the inbound delivery document is not treated as a part of the procurement process.
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Foreign Trade / Import - Header Materials Management Document Header: Foreign Trade Data System status Boss
Transportation / Authorities
Geographical information
XYZ, Inc.
xyz
Invoice / Preliminary document
Invoice
SAP AG 1999
The different types of data in the import header are valid for the entire document.
All data that was proposed or entered manually is checked against the check objects.
The mode of transport, the domestic mode of transport and the customs office are determined from the vendor master. You can also enter default values in Customizing (Implementation Guide: Default header data in foreign trade).
The system uses the incompletness log to determine whether an import document is complete.
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Foreign Trade / Import - Item Materials Management Document Item: Foreign Trade Data System status Boss
XYZ, Inc.
Values
Invoices / Invoice Preliminary documents / Verification documents
Legal classification
Origin / Destination
Customs data
Business transaction type
xyz
Contract
SAP AG 1999
The data in the import item is valid for the corresponding document item.
All data proposed or entered manually is checked against the check objects.
The import code number is proposed from the material master.
The system determines the country of origin and the import procedure from the purchasing info record.
The destination country and the destination region are taken from the plant.
The transaction type is determined from one of its default values. The default is based on: Purchasing document category, purchasing document type, and an item category of country.
The statistical value is determined automatically as part of pricing, provided condition type GRWR is part of the pricing procedure and condition records have been created.
Customs code determination occurs using its own default values (compare with the Import Basis Module unit).
As of Release 4.6C, a check object is available for the combination of business transaction type and procedure.
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Determination of Foreign Trade Data (Goods Receipt)
Purchase order Inbound delivery Goods receipt Invoice
Customizing Import screens in purchasing document Extended import document control Company code: Call up import data screens for purchasing documents Call up import data screens for goods receipt Copying control - goods receipt
SAP AG 1999
You can use the company code to control at which point the import data screens should be processed. You can choose to call up import data screens in different document(s) and different steps of the purchasing process.
You can use the Import Screens in Purchasing Document activity in the Implementation Guide (IMG) to set when import screens should be generated in the purchase order and the inbound delivery. The options include: y Always y Never y For all imports, y Only for EU imports
You can use the Extended Import Document Control activity in the IMG to set whether import data screens should also be processed in goods receipt, and if so, under what circumstances. You can use the copying control to activate determination of goods-receipt import data, which the system copies from the purchase order.
© SAP AG
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Foreign Trade / Export
Customer Address Language Currency VAT registration number z Incoterms z z z z
Customizing Default Geographical information
z
Material Order
Outbound delivery Goods issue
Billing document FI document
Commodity code Country of origin Region of origin Weight Unit of measure CAS number PRODCOM number z CAP product data z z z z z z z
Customizing Default z Business transaction type z Export procedure
SAP AG 1999
The delivery is the first point in the SD document flow (order - delivery - billing document) at which the system can determine and assign export data. The business transaction type can be entered in the order because it may be used during legal control. Financial documents can also be assigned in the order.
As the delivery is generated, the data that is relevant for export is determined using various customerand material masters and default values in Customizing (IMG: Default header data in foreign trade). You can also set the business transaction type as a default.
In copy control of the document flow from the delivery to the billing document, you can define whether the system redetermines the export data when you create a billing document or whether it copies or references the export data determined in the delivery.
If you want to reflect special business situations in your system, you can use the corresponding user enhancements, which allow you to implement your own logic by setting defaults for foreign-trade data on header- and item level.
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Foreign Trade / Export - Process
Plant
Business transaction Dispatch / Export
Sales and Distribution Order
Customer
Foreign Trade Export data Header Customer 1450
Outbound delivery
Item • 010
DPC1000
Item
Goods issue
• 020
P-402
Billing document SAP AG 1999
Export transactions are automatically recognized by the system: y In the delivery if the country of departure of the shipping point is different from the ship-to country and y In the billing document if export data is already maintained in the delivery or if the country of the shipping plant is different from the ship-to country
You can change or add to the existing data at any time. You can also maintain different export-data views of relevant documents directly from the foreign trade cockpit. In other words, it is not necessary to use the transaction in sales and distribution processing to call up the documents.
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Foreign Trade / Export - Header Sales and Distribution document Header: Foreign trade data System status Boss
Transportation / Authorities
Geographical information
Customs data
SAP AG 1999
The different types of data in the export header are valid for the entire document.
All data proposed or entered manually is checked against the check objects. The country used for validation is the country of departure of the shipping point or the country of the company code.
The system determines the mode of transport at border crossing, the domestic mode of transport and the office of exit from the route. You can also enter default values in Customizing (Implementation Guide: Default header data in foreign trade).
A user exit allows you to assign your own default values to the export header data.
© SAP AG
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Foreign Trade / Export - Item Sales and distribution document Item: Foreign trade data System status Boss
Values
Legal classification
Origin
Business transaction type
Contract
SAP AG 1999
All data proposed or entered manually is checked against the check objects. The country used for validation is the country of departure of the shipping point or the country of the company code.
The system determines the export procedure from a proposal object based on the country, the sales area (sales organization, distribution channel, division), the export/import group from the material master and the item category of the document.
The transaction type is determined from one of its default values. The system determines the default value based on the country, the sales organization, the distribution channel and the item category of the document.
The statistical value is determined automatically as part of pricing, provided condition type GRWR is part of the pricing procedure and condition records have been created.
Before the billing document is transferred to Financial Accounting, the system checks to make sure the export item data is complete. If data is incomplete for any of the fields, the document cannot be transferred to FI.
A user exit allows you to assign your own default values to the export item data.
Entries for default values can be made generically for the export procedure and the business transaction type. This means that certain key entries can be made with BLANK.
As of Release 4.6C, a check object is available for the combination of business transaction type and procedure.
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Determining Foreign Trade Data for Billing Documents Order OR
!
Billing document F5
Delivery LF
!
Billing document F8
! Billing document F2
!
Customizing Copying control:
Intercompany billing IV
Delivery document after billing document
Foreign trade data: Reference the delivery A Copy from the delivery
Source LF
Target F2
Determine foreigntrade segment
B Redetermine SAP AG 1999
The Sales and Distribution (SD) copying control for billing documents allows you to use three different procedures for determining export data in the billing document:
Option 1: The export data in the delivery is referenced. Delivery and billing document data is stored in the same data record. If you change data in the billing document, this change is also reflected in the delivery data.
Option 2: The export data in the delivery is copied into the billing document. Two separate but identical data records are created for the delivery and the billing document. Changes in the billing document do not affect the data in the delivery.
Option 3: The export data is redetermined for the billing document (completely independent of the delivery). The data records are separate and therefore may contain varying information. This option is especially useful in cases where several deliveries with different export data are to be included in one billing document. Redeterming the data in the billing documents lets you avoid splitting the billing document into separate data for each of the deliveries it includes.
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Incompleteness - Overview Customizing Procedure header z Define Optional Required Hidden
Foreign trade: import/export Business partner:
K1
Customizing
z Assign z System response
Procedure item Item
Material
Quantity
10
M1
10
20
M2
20
30
M3
15
z Define Optional Required Hidden z Assign z System response
SAP AG 1999
You can define different incompletion procedures at document header and document item level.
You can then assign document fields to these procedures and use field control as follows: y Hidden field
Field control: 0
y Field ready for input, incompletion check not active Field control: 1
y Field ready for input, incompletion check active
Field control: 2
y Required field, incompletion check active
Field control: 3
You can then assign the procedures that you have defined to the countries based on the goods direction. You can also define which message type the system issues when documents are incomplete.
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Foreign Trade Documents: Summary
z The availability of complete foreign trade data allows integrated and consistent import and export processing in foreign trade. z The system retrieves information from master data and Customizing objects, validates them and proposes them in the document. z You can change or manually add import- and exportrelevant data at header- and item level.
SAP AG 1999
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Exercises Documents in Foreign Trade
You have familiarized yourself with the master data relevant for foreign trade in the previous unit. Now, you want to analyze the corresponding data in the purchasing documents and the sales and distribution documents. You can use the General Foreign Trade Processing Cockpit to create new documents, or monitor and maintain existing documents centrally.
In this unit, we will be working through two major processes: •
Import from an EU country into Germany Purchase order - Goods receipt - Invoice
•
- Export from Germany into an EU country - Order - Outbound delivery - Goods issue - Billing document
Exercises - Unit 3 - Documents in Foreign Trade
Vendor
Business transaction Receipt / import
Plant
MM
Business transaction Customer Dispatch/export
SD Sales Sales order order
Purchase Purchase order order
Outbound Outbound delivery delivery Goods Goods receipt receipt Goods Goods issue issue Invoice Invoice Billing Billing document document
SAP AG 1999
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1
Purchase order Select the create purchase order function in the Documents section of the General Foreign Trade Processing cockpit. (Release 4.6B: Logistics → Materials Management → Purchasing → Purchase Order → Create → Vendor/Supplying Plant Known) You send the following purchase order to a vendor: Vendor Order type Document date Purchasing organization Purchasing group Company code
KEU_## ____ Standard PO
1000 ________________________ 001 ________________________ 1000 ______________
Go to the item overview to enter the purchase-order item data: Material PO quantity Delivery date Plant Storage location Net price
MHA_## 10 PC
1000 0001 100.-
Check to make sure that the confirmation control is deactivated (set to blank) at item level. (Otherwise the system will expect confirmation–in the form of a shipping notification or inbound delivery–before posting goods receipt.) If the import data at header level is incomplete, maintain the necessary data before continuing. You can also maintain the remaining import data. This data will be required later for processes such as Declarations to the authorities or Printing export documents. If the import data at item level is incomplete, you must maintain at least the following data: Goods no. / Imp. code no. Country of origin Region of destination Country of destination
85402003010 ________________________ ____ France Hamburg ____ ____ Germany
Import procedure Transaction type
____ ____
Permanent Import Purchase/Sale
You can have the system propose an import transaction type. © SAP AG
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The Country key is a proposal element. Which country is it? _____________________________
Post this purchase order. Purchase order no.: _______________
You can use Customizing to control whether import data is hidden or shown in the purchase order. Which keys can you make settings for in Customizing?
2
__ Meaning:
______________
__ Meaning:
______________
__ Meaning:
______________
__ Meaning:
______________
Goods receipt The goods have arrived and you would like to create the necessary goods receipt. Select the create goods receipt function in the Documents section of the General Foreign Trade Processing cockpit. (Release 4.6B: Logistics → Materials Management → Inventory Management → Goods Movement → Goods Receipt → Goods Receipt → For Purchase Order → PO Number Known)
Purchase order (from exercise 1 in this unit) Indicate item as OK (lower left corner) Save the goods receipt. Goods receipt no. _______________
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3
Invoice The vendor sends you an invoice. Select the create invoice function in the Documents section of the General Foreign Trade Processing cockpit. (Release 4.6B: Logistics → Materials Management → Purchasing → Purchase Order → Follow-On Functions → Logistics Invoice Verification) Transaction
Invoice
Invoice date Posting date Amount Currency Tax code
Today's date Today's date
Purchase order
1000
(Document currency from exercise 1 in this unit) V0
(From exercise 1 in this unit)
Save the invoice. Invoice no.: _______________
4
Overview of goods receipt Display all goods receipts for your vendors. Describe how you performed this step. _____________________________ After the purchasing activities, we would now like to turn our attention to sales activities.
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5
Sales order
Your customer DEU_## places the following order: (Select the create order function in the Documents section of the General Foreign Trade Processing cockpit.) (Release 4.6B: Logistics → Sales and Distribution → Sales → Order → Create) Order type Sales organization Distribution channel Division
OR (Standard order) 1000 10 00
Customer Purchase order number
DEU_## ##-01
Material Quantity Delivery date
MHA_## 10
If the condition type PR00 is missing from the item, you can enter this condition type and the basic sales price on the condition screen for the item manually. Check whether the statistical value has been calculated. SAP delivers a sample condition type in the standard system for the calculation of the statistical value, which can be used as a model for user-specific condition types. Which parameters influence this condition type? Condition type: Key:
________________
________________
________________ ________________ ________________ After you have processed the incompleteness log, save the sales order. Order no: _______________
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6
Outbound delivery The goods are now ready to leave your plant. To illustrate this process in the system, you must create an outbound delivery. Describe how you performed this step. ____________________________________________ (Select the create delivery function in the Documents section of the General Foreign Trade Processing cockpit.) (Release 4.6B: Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order) Shipping point Order no.
1000 (From exercise 5 of this unit)
Maintain export header data: Maintain the export data in the item:
Goto → Header → Foreign Trade/Customs Goto → Item → Foreign trade/customs
Save the outbound delivery. Outbound delivery no.: _______________
7
Picking the outbound delivery Select the outbound delivery that you just created. Stay on the initial delivery screen (do not use ENTER to go back to the overview screen). (Release 4.6B: Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Change → Single Document) Picking occurs in Lean WM via transfer order: From the menu, select Subsequent functions → Create transfer order
© SAP AG
Save delivery data:
yes
Warehouse number
10
Foreground/background (processing) Adopt pick. qty
Background 2
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(The transfer order is created in the background, the picking quantity is used as the delivery quantity in the outbound delivery and goods issue is posted.)
8
Customer billing document The outbound delivery that was created must be billed. In this case it is a trade billing document. Select BillDoc → Create doc. in the Documents section of the General Foreign Trade Processing cockpit. (Release 4.6B: Logistics → Sales and Distribution → Billing → Billing Document → Create) Outbound delivery
(From exercise 6 in this unit)
If necessary, change the foreign trade data at header and item level. Note: If the foreign trade data is incomplete, you can not set up a complete INTRASTAT declaration later. Save this customer billing document. Billing document no.: _______________
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Solutions Documents in Foreign Trade
1
Purchase order Cockpit: General Foreign Trade Processing; section: Documents. Select Purchase order → Create doc. (Release 4.6B: Logistics → Materials Management → Purchasing → Purchase Order → Create → Vendor/Supplying Plant Known The system determines the business transaction type in the Implementation Guide (IMG) in the following activity: Foreign Trade/Customs → Basic Data for Foreign Trade → Define Business Transaction Types and Default Value → Define Default Business Transaction Type (MM) The country to use as the default element for determining business transaction type is the import country (in other words, the country to which the shipment is being delivered). In this case, it is the country where your plant is located. Hiding or displaying import data is controlled in the IMG in the following activity: Foreign Trade/Customs → Control Foreign Trade Data in MM and SD Documents → Import Screens in Purchasing Document The following options are available: - Call up import data screens in the case of EU import only - Call up import data screens for every import – Never call up import data screens – Always call up import data screen
2
Option: Option: 1 Option: 2 Option: 3
Goods receipt Cockpit: General Foreign Trade Processing; section: Documents. Select Goods recpt → Create doc. (Release 4.6B: Logistics → Materials Management → Inventory Management → Goods Movement → Goods Receipt → For Purchase Order → PO Number Known)
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3
Invoice Cockpit: General Foreign Trade Processing; section: Documents. Select Invoice → Create doc. (Release 4.6B: Logistics → Materials Management → Purchasing → Purchase Order → Follow-On Functions → Logistics Invoice Verification)
4
Overview of goods receipts Cockpit: General Foreign Trade Processing; tab Operative cockpit; section Import. Select Actual
5
Sales order Cockpit: General Foreign Trade Processing; section: Documents. Select Order → Create doc. (Release 4.6B: Logistics → Sales and Distribution → Sales → Order → Create) Statistical value:
Goto → Item → Conditions
Condition type for calculating the statistical value: GRWR Business transaction type The access sequence in the standard system for determining the statistical value contains the following parameters: – Sales organization – Distribution channel – Division – Incoterms (type of execution):
6
Goto → Item → Sales A
Outbound delivery Cockpit: General Foreign Trade Processing; section: Documents. Select Delivery → Create doc. (Release 4.6B: Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Create → Single Document → With Reference to Sales Order)
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7
Picking the outbound delivery Cockpit: General Foreign Trade Processing; section: Documents. Select Delivery → Change doc. (Release 4.6B: Logistics → Sales and Distribution → Shipping and Transportation → Outbound Delivery → Change → Single Document) Menu (on the initial delivery screen): Subsequent functions → Create transfer order
8
Customer billing document Cockpit: General Foreign Trade Processing; section: Documents. Select BillDoc → Create doc. (Release 4.6B: Logistics → Sales and Distribution → Billing → Billing Document → Create) Maintaining the export data in the header: Goto → Header → Foreign Trade/Customs Maintaining the export data in the item: Goto → Item → Foreign Trade item
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Import Basis Module
Contents: z Goals z Basic data z Basis for EDI communication
SAP AG 1999
© SAP AG
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Import Basis Module: Unit Objectives
At the conclusion of this unit, you will be able to: z Describe the idea behind the Import Basis Module z Explain how the system is equipped to handle future processes
SAP AG 1999
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Import Basis Module: Overview Diagram
Introduction
Communication/Printing
Basic Data
Legal Control
Documents in Foreign Trade
Documentary Payments
Import Basis Module
Periodic Declarations
Data Service
Preference Determination
SAP AG 1999
© SAP AG
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Import Basis Module - Key Objectives
Worldwide availability
Largely industry-independent
Foundation for future EDI processes
Importer
SAP AG 1999
The Import Basis Module creates and organizes all data that is relevant for customs in a country- and industry-independent fashion.
As a basis for the data definitions, the system uses future official customs systems, which in turn are based on the UN/EDIFACT standard messages CUSDEC (Customs Declaration) and CUSRES (Customs Response).
This method builds a foundation for paperless communication with customs officials and the business sector.
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Basic Data
Classic master data
Material master
Additional data
Purchasing info record
Partner (Vendor)
Partner (Customs)
Customizing - Import code numbers - Countries involved - Import procedure
Customs duty rates
Condition records
z z z z z z
- Verification document type - Preliminary document type - Authorities
Customs quota Pharmaceutical products Customs exemption Preference General duty rate Anti-dumping
SAP AG 1999
Information is added to classic master data and new objects are also created for the Import Basis Module.
Maintenance of various customs duty rates is important for import levy billing and for import simulation. These include: y Customs quota
Condition type:
CUZK
y Pharmaceutical products
Condition type:
CUPE
y Customs exemption
Condition type:
CUAS
y Preferential customs duty rate
Condition type:
CUPZ
y General duty rate
Condition type:
CUDL
y Anti-dumping
Condition type:
CUAD
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Customizing - Commodity Code/Code No.
1. Define length of commodity codes/code numbers
2. Define commodity codes/code numbers per country
Customizing Country
Direction
Length
DE DE US US
Receipt/Import Dispatch/Export Receipt/Import Dispatch/Export
11 8 10 10
Customizing Country Number Description
DE 8605 0000 000 Passenger cars, baggage cars, including special railway cars
Special unit of measure Additional information
Receipt/import and dispatch/export 1
Receipt/Import
2
Dispatch/Export
SAP AG 1999
You can maintain the commodity codes and import code numbers in various ways.
You can specify the length of the commodity code or import code number for each country (Customizing)
y Example: JAPAN
Import code number Commodity code
10 characters 10 characters
y Example: USA
Import code number Commodity code
10 characters 10 characters
y Example: EU
Import code number Commodity code
11 characters 8 characters
Use the additional information to define how the system is to interpret the commodity code or import code number: y Additional information __ - Number is used as both commodity code and import code number y Additional information 1
- Number is only used as the import code number
y Additional information 2
- Number is only used as the commodity code
The next two slides illustrate the effects of these settings for each option using the European Union as an example:
11/__ means that the length of the commodity code or code number has 11 characters in the material master and that the entry in the additional information field is BLANK.
The legal length of the commodity codes is also defined in Customizing.
© SAP AG
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4-6
Customizing: Import Code Numbers
Option Process
11/
08/
11/ 1
08/ 1
11/ 2
08/ 2
9 9
9 9
9
9
Declarations to authorities
9 9 9 9
9 9 9 9
9 9 9 9
9 9 9 9
Import simulation
9
9
9
9
Prepare customs declaration
9
Import code number information
9
Material master Purchasing documents Commodity code Import code no.
9 9
9
9
SAP AG 1999
The various options for maintaining commodity codes and import code numbers and their effects on the relative functions are illustrated in the table above and those following, which are shown in terms of the European Union. First, we focus on import.
Legend:
y Green/check
- Function is available
y Yellow/exclamation mark
- The system responds with a warning
y Red/"x"
- Function is not available
Changes in master data regarding these numbers normally require large investments of time and effort. Therefore, you should always be certain which business management functions are currently necessary and which ones may become necessary in the future.
© SAP AG
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4-7
Customizing: Export Commodity Code
Option Process
11/
08/
11/ 1
08/ 1
11/ 2
08/ 2
Material master
9
9
9
9
9
9
Purchasing documents Commodity code
9
9
9
9
9
9
Declarations to authorities
9
9
9
9
9
9
Print documents
9
9
9
9
9
9
Commodity code information
9
9
9
9
SAP AG 1999
This table depicts the effects of the various options on export processes.
© SAP AG
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4-8
Code Number Information Import code number
Selection
Chapter
to
92
Number
to
Country GB Language EN
Unit of measurement One special unit of measurement Only special units of measurement
Text selection Guitars
Search for Case-sensitive search
Information
Import code numbers found: 2 Section
Description
XVIII
Optic, photographic, or ...
Chapter
Description
92
Music instruments; parts and accessories
Import code number
Description
9207 90 10 00 1 9207 92 00 00 1
Music instruments; parts and accessories Guitar parts and accessories
SAP AG 1999
The information function lets you carry out targeted searches for import code numbers.
You can limit the search according to unit, import code number, special units of measurement and text entry.
© SAP AG
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4-9
Authorities / Approval Numbers Customizing: Define Authorities Authority
Description
HJA
KA
Main customs office - Karlsruhe
HJA ...
ROT
Main customs office - Rotterdam
Customizing: Define Approval Numbers Country Approval number DE ...
6500 / A1 / L1 ...
Description Recordkeeping process
Customizing: Assign Plants to Approval Numbers Plant Approval number 1000
6500 / A1 / L1
1000 ....
6500 / A2 / 5 ....
SAP AG 1999
The system lets you enter the authorities that are involved in the import process.
You can record the customs approval numbers assigned to places of work. Some examples of customs approval numbers include: y Allowed ship-to party y Recordkeeping process y Simplified declaration procedure
This also applies to the necessary preference documents, preliminary documents and verification documents. This way, you can depict both the customs and the commercial measures in the SAP System.
The layout of your import tasks will be easily comprehensible and more effective once you set this data.
© SAP AG
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4-10
Customs Duty Rates - Definition (1)
Customs quota Home country
Code no.
Condition type: CUZK Origin
Customs ceiling Home country
Code no.
Code no.
Code no.
Cust. quota code
Origin
CAS no.
Customs exemption Home country
Material
Condition type: CUZP
Pharmaceutical products Home country
Procedure
Condition type: CUPE Material
Condition type: CUAS Material
SAP AG 1999
The standard pricing instruments are used to determine customs duties.
Pricing procedure RMIMP0 is included in the standard package.
For every condition type, you can record condition records relating to percentage, quantity and weight.
© SAP AG
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4-11
Customs Duty Rates - Definition (2)
Preferential customs duty Home country
Code no.
Origin
General duty rate Home country
Code no.
Code no.
Dispatch country
Material
Condition type: CUDL Origin
Anti-dumping Home country
Condition type: CUPZ
Dispatch country
Condition type: CUAD Origin
Producer
Exporter
Material
SAP AG 1999
Customs duty pricing is structured in such a way that exactly one condition record is determined.
As soon as a customs duty rate is found, the system ignores all other custom duty rates.
The system figures anti-dumping condition records for the customs duty rate that was determined. This means that a maximum of two condition records can be determined for the customs duty.
All MM pricing resources are available to you. The condition types in the standard program can serve as a basis for your individual condition types.
© SAP AG
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Standard Scenario Distillery Tennessee Duties • Customs
Tennessee Office of exit Bourbon Whiskey
Import from
• Import turnover tax • Excise duty
USA to Germany
EU border
Documents / Authorities Hamburg
Customs office of entry
Verification document: Certificate of authenticity Issuing authority: USA
Relevant customs office Walldorf
Preliminary document: T1 transit document
Liquor store (Walldorf)
SAP AG 1999
The goods are imported from the USA via Hamburg.
The duties are not paid in Hamburg. Accompanied by a T1 transit document, the goods make their way to Walldorf.
The ship-to party in Walldorf reports to the customs office for that region, where the customs officials clear the goods.
© SAP AG
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Import Simulation - Parameters Import documents Vendor
1450
Item: Material Import code number Origin ...
Input screen: Vendor Material Import code no.
DPC1000 9844 0010 000 FR ...
Simulation from an import document Simulation result: Necessary verification/preliminary documents, ...
Simulation independent of import documents
Authorities involved Preference situation Customs code Amount of customs duties
Origin ...
SAP AG 1999
You can determine the following import data by using import simulation: - Customs duties; necessary verification documents; authorities involved; preference situation
This simulation can be called up either directly from document processing or completely independent of document processing as a straight simulation.
Depending on the control table settings for import simulation, certain input fields on the Create screen are required fields. You can also deactivate certain processing blocks, if necessary.
The import simulation results in information regarding the necessary verification documents and authorities (import- and export countries).
In addition, the system gives you data about the preference situation. In other words, the system determines the necessary preference verifications and preference codes.
Using Materials Management (MM) pricing, you can determine any customs duties for the import process that are missing. By accessing the pricing screen, you can enter more information regarding discounts, insurance costs, and so on.
Customs duties are determined using the standard MM pricing tools.
You can manually enter and modify certain condition types such as discount, freight and insurance for a more detailed calculation of the base value and the customs duties.
Using the analysis function, you can determine how the system processed the individual condition records.
© SAP AG
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4-14
Import Basis Module: Summary
z Correct and complete maintenance of the relevant master data is important. This is especially true for the import area, since documents such as verification documents and customs declarations can only be issued accurately if the data they are based on is also accurate. z Careful planning in the import area should be accompanied by the step-by-step introduction of new EDIFACT-based procedures.
SAP AG 1999
© SAP AG
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Exercises Import Basis Module
• Administration of commodity codes and import code numbers • Explain differences between commodity codes and import code numbers • Classify materials • Determination of customs duty and other customs data
In your company, you are responsible for maintaining the commodity codes and classifying materials.
© SAP AG
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1
Creating new commodity codes Create new commodity codes and import code numbers for Germany. What length has been predefined in the system for the commodity codes and import code numbers for Germany? Commodity code:
___
Import code number:
___
Create a new commodity code (824010##) for Germany with a supplementary unit of Gram Gold and the description “Commodity code for group ##”. Addit. information
___
Create a new import code number (854020010##) for Germany with the description “Import code number for group ##”. Addit. information
___
Create a new code number (864020020##) that can be used for both importing to and exporting from Germany. Use “Code number for group ##” as the description. Addit. information
© SAP AG
___
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2
Finding code numbers You can use the information search for commodity codes and import code numbers to assign tariffs to new materials. Use the supplementary unit (special unit of measure) Gram Gold as the search criteria to find commodity code 824010## for Germany. Which chapter and section is this commodity code assigned to? Chapter
________________________________________________________
Section
________________________________________________________
Run a search for all import code numbers that contain the string group ## in the description. Code numbers:
_________________________________ _________________________________
Why does the system display two import code numbers? Reason:
__________________________________________________ __________________________________________________ __________________________________________________
3
Data for the import process You want to do your co-workers in the German purchasing department a favor by providing them with all the data necessary to simulate an import. Which code for Customs quota has been maintained for material DPC1000_AS with the import code number 85402003010? _____ _________________________________ Which Anti-dumping code has been maintained for material DPC1000_AS with the import code 85402003010? _____ _________________________________
© SAP AG
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4
Import simulation As a purchaser, you need to determine the duties to be paid for importing material DCP1000_AS and the import documents that are necessary. Call up an import simulation in the Data Service Cockpit with the following selection criteria: Plant Importing ctry
1000 DE
Hamburg Germany
Dispatch cntry Ctry of origin Exporter Mfr Vendor
US FR 1 2 100007
USA France Forks Manufacturing GmbH Electronic Components Distributor Kenneth K. Krediman
Material Import code no. Quantity Unit
DPC1000_AS 85402003010 100 PC
Hard disk 12 GB Hard disk for LO640 ...
Procedures
43000
Permanent import
Relevant time
9/18/2000
Procedure Local currency Doc. currency Purch. organization
RMIMP0 UNI UNI 1000
piece(s)
Import Processing Universal Currency Universal Currency IDES Deutschland
What types of import duties are required? _______________________________ _______________________________ _______________________________ _______________________________ Which authorities and documents are relevant for the import process? _______________________________ _______________________________ _______________________________ _______________________________ © SAP AG
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4-19
Solutions Unit: Import Basis Module
1
Creating new commodity codes Create new commodity codes and import code numbers for Germany. What length has been predefined in the system for the commodity codes and import code numbers for Germany? In Customizing, select: Sales and Distribution → Foreign Trade → Basic Data for Foreign Trade → Length of Commodity Code/Import Code Number Length of the commodity code for Germany: Length of the import code number for Germany:
08 11
Create a new commodity code (824010##) for Germany with a supplementary unit of Gram Gold and the description “Commodity code for group ##”. In Customizing, select: Sales and Distribution → Foreign Trade/Customs → Basic Data for Foreign Trade → Define Commodity Codes / Import Code Numbers by Country Note: You can also process commodity codes and import code numbers directly from the General Foreign Trade Processing Cockpit (Environment → Code number). Use the following values to create a new entry.
© SAP AG
Country
DE Germany
Comm./imp. code no.
824010##
Description
Commodity code for group ##
Supplementary unit
GAU Gram Gold
Addit. information
2
SCM640
4-20
Create a new import code number (854020010##) for Germany with the description Import code number for group ##. In Customizing, select: Sales and Distribution → Foreign Trade/Customs → Basic Data for Foreign Trade → Define Commodity Codes / Import Code Numbers by Country Use the following values to create a new entry. Country
DE Germany
Comm./imp. code no.
854020010##
Description
Import code number for group ##
Supplementary unit Addit. information
1
Create a new code number (864020020##) that can be used for both importing to and exporting from Germany. Use “Code number for group ##” as the description. In Customizing, select: Sales and Distribution → Foreign Trade/Customs → Basic Data for Foreign Trade → Define Commodity Codes / Import Code Numbers by Country Use the following values to create a new entry. Country
DE Germany
Comm./imp. code no.
854020020##
Description
Code number for group ##
Supplementary unit Addit. information
© SAP AG
(BLANK)
SCM640
4-21
2
Finding code numbers You can use the information search for commodity codes and import code numbers to assign tariffs to new materials. Use the supplementary unit (special unit of measure) Gram Gold as the search criteria to find commodity code 824010## for Germany. Which chapter and section is this commodity code assigned to? In the Foreign Trade Cockpit, select: Data Service → Information → Commodity code Enter GAU in the Special unit of measure field. In the Text select. section, enter GROUP ##. The program then returns the search results: Chapter:
82 Tools, Cutting tools and silverware made of base metals; their parts, made of base metals
Section: XV
Base metals and their products
Run a search for all import code numbers that contain the string group ## in the description. In the Foreign Trade Cockpit, select: Data service → Information → Code no. In the Text select. section, enter GROUP ##. The program then returns the search results: Code numbers: 854020010## 854020020## Why does the system display two import code numbers? Reason:
© SAP AG
The information function found codes for Germany with the value 1 or BLANK in the additional info field.
SCM640
4-22
3
Data for the import process You want to do your co-workers in the German purchasing department a favor by providing them with all the data necessary to simulate an import. Which code for Customs quota has been maintained for material DPC1000_AS with the import code number 85402003010? In Customizing, select: Sales and Distribution → Foreign Trade/Customs → Specific Data for Import → Maintain Code Determination for Customs Quotas Code for customs quota: 8888 31, 2002
1,000,000 pieces from January 1, 2000 to December
Which Anti-dumping code has been maintained for material DPC1000_AS with the import code 85402003010? In Customizing, select: Sales and Distribution → Foreign Trade/Customs → Specific Data for Import → Define Code Determination for Anti-Dumping Anti-dumping code:
© SAP AG
8057
8540 2003 010 per piece
SCM640
4-23
4
Import simulation As a purchaser, you need to determine the duties to be paid for importing material DPC1000_AS and the import documents that are necessary. In the Foreign Trade Cockpit, select: Data service → Description/Information → Import simulation. Then enter the following selection criteria: Release 4.6B: From the Foreign Trade Cockpit, select Data Service → Import simulation) What types of import duties are required? After you execute this program, the following results are displayed: Customs quota Customs duties determined by the system: 3,264.00
UNI
Anti-dumping Customs duties determined by the system: 19,584.00
UNI
Which authorities and documents are relevant for the import process? After you execute this program, the following results are displayed:
© SAP AG
Verification type
EG
Import license exists
Authority – Importing Ctry
TECH_IN goods - DE
Supervisory office for techn.
Auth. – Ctry of dispatch
HITECH_01 goods - USA
Supervisory office for techn.
SCM640
4-24
Data Service
Contents: z List of foreign-trade objects z Uploading customs data from a data provider z Distributing customs data z System settings
SAP AG 1999
© SAP AG
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5-1
Data Service: Unit Objectives
At the conclusion of this unit, you will be able to: z Recognize what kinds of customs data can be uploaded into your system using the data service z Upload customs data from a data provider into your system z Distribute customs data in your system infrastructure
SAP AG 1999
© SAP AG
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5-2
Data Service: Overview Diagram
Introduction
Communication/Printing
Basic Data
Legal Control
Documents in Foreign Trade
Documentary Payments
Import Basis Module
Periodic Declarations
Data Service
Preference Determination
SAP AG 1999
© SAP AG
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5-3
Foreign Trade Cockpit: Data Service Cockpit: Data Service General Processing in Foreign Trade Periodic Declarations Legal Control Documentary Payments Communication/ Printing Preference Processing
Import customs data Distribute customs data Display IDoc / Search / Statistics / Lists
IDoc
Use the wizard to make settings for data service and distribution scenario
Data Service
SAP AG 1999
The Data Service Cockpit allows you to:
Use the wizard to make settings for your data service and distribution scenarios quickly and easily
Select specific customs data from a worklist, check it for consistency and then transfer it to the corresponding foreign-trade tables
Select customs data from the current system, automatically create 1 - n IDocs and then distribute them to another SAP System
Display IDocs in lists according to relevant criteria such as creation date or logical output type
Search through IDocs for business contents and then display the search results in a list
Create statistics for IDocs and then incorporate them into graphics
Create or change customs duty rates and condition records for customs data manually in the system
Go to detailed descriptions of customs data
© SAP AG
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5-4
Basic Foreign-Trade Data Customs office Mode of transport Procedure / Customs status Business transaction type Commodity code Import code number Customs tariff section Customs tariff section / unit PRODCOM number CAS number for pharmaceutical products Mode of transport/customs office combination Conversion: old/new Conversion: from/to Keyword information
SAP AG 1999
Basic foreign-trade data
The basic foreign-trade data is the basis for flawless customs processing that conforms to legal requirements. Complete and comprehensive data maintenance is essential. The system can determine data automatically and suggest it as a default. This data is taken from various documents such as the purchase order, goods-receipt document, outbound delivery or billing document.
© SAP AG
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Basic Customs Data Customs quota code Customs quota number Quota determination Customs ceiling number Pharmaceutical product code Determination of pharmaceutical products Anti-dumping code Anti-dumping determination Preference import code Country groups for import processing Assignment of country groups for import processing Type of preference document Type of verification document Preliminary document Type of goods identity seal Package type Type of means of transport SAP AG 1999
Basic customs data:
Customs basic data is mainly used for import and export.
Based on this data, you can calculate customs duties or carry out customs declarations.
Definition tables for the individual objects and corresponding determination tables are available in the system.
© SAP AG
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5-6
Customs Duty Rates Percentage Quantity Weight Quota
X
X
X
Customs ceiling
X
X
X
Customs exemption
X
Pharmaceutical products
X
X
X
Preferential customs duty
X
X
X
Third-country duty
X
X
X
Anti-dumping
X
X
X
SAP AG 1999
Customs records:
Customs duties are incurred when materials are imported from a third country. Normally, this includes duties that can be charged according to quantity, value or weight.
The system contains standard customs condition types for quotas, customs ceilings, customs exemptions, pharmaceutical products, preference, third country and anti-dumping.
Most of the condition records for these condition types can be maintained according to quantity, value or weight.
Part of the condition types is already in pricing procedure RMIMP01 and allows you to use pricing to calculate the customs duty for a certain import process.
Note: If you upload customs duty rates automatically, the system recognizes overlapping validity times and uses pricing rules to resolve the conflicting times.
© SAP AG
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5-7
Process Overview User's perspective
Technical perspective • Data providers
Upload Upload foreignforeigntrade data trade data into into the the system system
• Authorities • ... Consistency checks
Update
Select
Web XML ASCII
IDoc
Notify by e-mail
... ...
Export Export Manager Manager Import Import Manager Manager Basic foreignforeign-trade data
Upload data
Basic customs data Customs duty rates
SAP AG 1999
Process overview for uploading customs data: The uploading process is performed in the following steps:
A data provider or authority normally makes customs data available to you at regular intervals. This data must be in syntactically correct IDoc format.
Following inbound processing of the IDoc, the data can be processed further either automatically in the background or in the foreground, depending on the system settings.
For foreground processing in dialog mode, the person responsible receives an e-mail message (optional) informing him or her that this IDoc has arrived.
This person can now select the corresponding IDocs and then choose the foreign-trade data that he or she finds relevant from a worklist. After checking this data, this person can transfer it into the system.
If the system discovers inconsistent data, it either creates an error message or rejects the inbound IDoc.
© SAP AG
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5-8
IDocs Basic foreign-trade data IDoc FTDABA01
... ...
Customs office Mode of transport Procedure / Customs status ...
Basic customs data IDoc FTDACU01
... ...
Customs quota code Customs quota number Quota determination ...
Customs duty rates IDoc COND_A
... ...
Quota Customs ceiling Customs exemption ...
SAP AG 1999
The following IDocs are used in practice:
FTDABA01 for basic foreign-trade data
FTDACU01 for customs data
COND_A for customs duty rates
© SAP AG
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Inbound Processing - Foreground
SAP System
Data providers Authorities ...
Customs office IDoc 02451 IDoc 02452 IDoc 02453
Import code Post number Business transaction type
SAP
SAP AG 1999
A data provider or authority normally makes customs data available to you at regular intervals. This data must be in syntactically correct IDoc format (FTDABA01, FTDACU01, COND_A).
If the customs data is to be processed in the foreground, a dialog-oriented processing function appears once the IDoc has been processed initially. If the foreground processing option was chosen, the system automatically creates a worklist from the IDoc that was received.
For foreground processing in dialog mode, the person responsible receives an e-mail message (optional) informing him or her that this IDoc has arrived.
Now, this person can use the Import customs objects function in the Data Service Cockpit to select the corresponding IDocs.
He or she can use drag-and-drop to select the relevant foreign-trade data from the worklist. This data can also be checked for consistency before being transferred to the corresponding Customizing tables or master data tables.
If the system discovers data inconsistencies, it creates an error log.
Note: The system prevents you from entering information that does not belong in your system (information that refers to a country that is not included in the country table, for example).
© SAP AG
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Inbound Processing - Background
SAP System
Data providers Authorities ...
IDoc 02451 IDoc 02452 IDoc 02453
Direct posting SAP
SAP AG 1999
A data provider or authority normally makes customs data available to you at regular intervals. This data must be in syntactically correct IDoc format (FTDABA01, FTDACU01, COND_A).
After initial inbound processing, the data is transferred directly into the corresponding Customizing tables or master data tables.
If the system discovers data inconsistencies, the IDoc is rejected and given an "error" status.
Once corrections are made, the IDoc can be returned to the initial inbound processing stage, if necessary.
© SAP AG
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5-11
Distribute Customs Data
SAP - Operative system_03
SAP Central customs server
SAP - Operative system_02 ALE SAP - Operative system_01
Customs office Import code number
IDoc 01451 IDoc 01452 IDoc 01453
Business transaction type
Direct posting
SAP AG 1999
Distribute customs data
In a distributed system infrastructure that separates operative systems from the central system, it is necessary to use the ALE distribution model to distribute the customs data.
The Distribute cust. objects function is available for this purpose in the Data Service Cockpit. This function allows you to select specific basic data and customs data for a particular country and several languages.
Finally, 1 – n IDocs are created that provide the operative systems with information based on the ALE distribution model. Inbound processing can then be carried out in the operative systems either in the foreground or in the background, as described above.
Note: A distributed scenario has the advantage that the data only needs to be maintained centrally and the operative systems always contain data that is up-to-date.
© SAP AG
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Data Service in Foreign Trade: Summary
z Wizards help you set up data services and
distribution scenarios. z You can upload basic foreign-trade data, customs
data and customs duty rates into the corresponding system tables. z The system allows you to transfer specific basic
foreign-trade data and customs data. z All customs data can also be uploaded into
Customizing tables and master data tables using background processing. z The ALE distribution model is used for distributing
customs data.
SAP AG 1999
© SAP AG
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5-13
Communication / Printing
z Communication
IDoc import - purchase order
IDoc export - billing document
Automated Export System (AES) - USA
Application scenario
z Printing
Export documents
Output control
Printing transactions
SAP AG 1999
© SAP AG
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6-1
Communication / Printing: Unit Objectives
At the conclusion of this unit, you should be able to: z Determine which settings should be made in z z z z
the system Describe how to create IDocs Name the application scenarios in which you could use these IDocs Describe how to print export documents Use the user enhancement V55ECTRL
SAP AG 1999
© SAP AG
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6-2
Communication / Printing: Overview Diagram
Introduction
Communication / Printing
Basic Data
Legal Control
Documents in Foreign Trade
Documentary Payments
Import Basis Module
Periodic Declarations
Data Service
Preference Determination
SAP AG 1999
© SAP AG
SCM640
6-3
Communication - Future Procedure
Import data becomes export data
Customs Import
SAP System
Customs Export
SAP System
MM
USA
USA
SD
Purchase order
ACE
AES
Order
Inbound delivery
Europe
Broker
Goods receipt Invoice
Europe
In-house DE-ATLAS development
DE-ATLAS
Software
Outbound delivery Goods issue
Japan
Japan
TEDI
TEDI
Billing document
Export data becomes import data
SAP AG 1999
The aim is to achieve uninterrupted communication, so that your export data immediately becomes import data for your subsidiary, for example. The different types of documents and the maintenance effort associated with these are not necessary.
In addition to internal company communication, you can also communicate with other business-sector partners involved in customs, such as customs authorities, customs brokers, vendors, customers or other authorities.
The authorities of different countries and economic zones are currently attempting to develop standardized systems for sending foreign trade data from one business-sector partner to another electronically. Examples of these standardized systems include ACE and AES in the USA, ATLAS in the European Union and TEDI in Japan.
The basic principles for conversion of foreign trade data in the SAP System are outlined in the corresponding conversion tables and in Customizing.
IDocs (Intermediate Documents) are the basis for data exchange.
© SAP AG
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Basic Data
z Basis: UN/EDIFACT - Message types
CUSDEC
Customs Declaration Message
CUSRES
Customs Response Message
z Using ISO (International Standards Organization) codes z SAP EDI Basis: Component WF-IDOC-EDI menu (below)
Determine IDocs EXPINV02 and IMPINV01
Define partners
Define ports
z Output control
SAP AG 1999
We have chosen the internationally recognized UN/EDIFACT standard as the basis for Printing / Communication. The most important message types in foreign trade are CUSDEC (Customs Declaration Message) and CUSRES (Customs Response Message).
All future electronic foreign trade/customs systems or those currently being developed use these standard messages. These include: y USA
ACE - Automated Commercial Environment
y Germany ATLAS - Automated tariff and local customs processing system y Austria
EDV/ZOLL (Data processing/customs)
y Holland
SAGITTA2000
y France
DOUANE2000
y Japan
TEDI
© SAP AG
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6-5
Output Control / EDI
1
2
3
SAPScript
Sub-system
EDI
Medium
Medium
1/2
8
6
Print/fax
Special function
EDI
EDI
SAP
Sub-system
SAP AG 1999
Using output control, you can decide on the type of output and also on what type of communication should be used: y Printing export documents within the SAP System y Printing export documents externally from the SAP System in another system y Sending an EDI message within the company or to the authorities
In all three cases, you must activate output control.
EDI tools are used for the last two communication types. You can make the final settings for these two communication types in the EDI section.
© SAP AG
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6-6
Import IDoc Customizing Output control
Import data Header Vendor 1080
Item • 010
DPC1000
Item • 020
Purchase order
EDI/ALE
Inbound delivery
Import IDoc
Goods receipt
...
Partner data
P-402
E1EDKA1
FT data (header) Item data
Invoice
IMPINV01
... E1EDK29 E1EDP01
... FT data (item)
E1EDP28
... ...
1 SAPScript
2 Subsystem
3 EDI
SAP AG 1999
The IMPINV01 import IDoc for import data can be set up using output control in the purchase order. The corresponding settings must also be made in the EDI area.
Particular attention should be paid to the partner- and port definitions.
The system includes example message type ACE1.
The import IDoc IMPINV01 contains order data and the corresponding foreign trade data at header and item level.
The import IDoc serves as a basis for EDIFACT-supported paperless customs processing.
© SAP AG
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Export IDoc Customizing
Export data Header Customer 1450
Output control
Order
EDI/ALE Outbound delivery
Export IDoc EXPINV04
Item • 010
DPC1000
Goods issue
...
Partner data
E1EDKA1
FT data (hdr) Item data
E1EDK29
Item • 020
P-402
Billing document
... E1EDP01
... FT data (item)
E1EDP28
... ...
1 SAPScript
2 Subsystem
3 EDI
SAP AG 1999
Export IDoc EXPINV02/-03/-04 is set up using output determination in the customer billing document.
Pay attention here to the settings to be used in the EDI area.
The export IDoc can be used for three methods: y Printing export documents internally with the SAP System using SAPScript y Connecting to a sub-system to print the export documents y Connecting and sending data by EDI y A combination of several methods, such as printing and EDI, is also possible.
Export IDoc EXPINV02/-03/-04 contains the billing document data as a primary document and the delivery data as a secondary document. In this IDoc, foreign trade data is set at header and item level.
The system also creates data regarding assigned financial documents or export licenses.
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AES: Automated Export System - USA
Sales and Distribution Order EDIFACT converter Outbound delivery
US Customs Census Bureau Export Administration Defense Trade Controls
Goods issue Billing document
Other Federal Agencies Value Added Network Network - Provider
SAP AG 1999
The AES (Automated Export System) transfers any existing or planned foreign trade data in electronic form to business-sector partners (such as customers, forwarding agents or brokers) and to the customs authorities.
The official UN/EDIFACT-messages CUSDEC (Customs Declaration) and CUSRES (Customs Response) are used for successful certification by the US customs authorities.
The AES was developed by US Customs and other American authorities and should improve the export operations and increase the quality of the data that is reported.
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A.E.S.: Options - USA
Option 1
Option 2
Option 3
Option 4
Message type: FUSD
Message type: AES2
Message type: AES3
Message type: AES4
Medium: Printing
Medium: EDI
Medium: EDI
Medium: EDI
Dispatch time: Before the goods
Dispatch time: Part of the data before the goods; complete declaration max. 5 days after the goods
Dispatch time: maximum 10 days after the goods
Dispatch time: Before/at the same time as the goods Shipper's Export Declaration
EDI 1
1
EDI 2
1
EDI 2
3
EDI 1
2
SAP AG 1999
AES (Automated Export System) offers four methods for declaring export processes from the USA.
Option 1: You can file a copy of the Shipper‘s Export Declaration (message type FUSD) at the same time or before the export.
Option 2: This message is sent via EDI (message type AES2) before the goods are physically exported.
Option 3: A message with a reduced amount of data is send via EDI before the goods are physically exported. At the very latest, the complete message is sent five days after the goods are exported. Once again, the message is sent via EDI. Both messages use message type AES3.
Option 4: This message is sent via EDI a maximum of 10 days after the goods are physically exported. (message type AES4)
Note: You must apply for a special official license in order to use options 3 or 4.
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Application Scenario - Outbound
SAP System document flow Order OR
Pro forma invoice F5
Outbound delivery LF
Pro forma invoice F8
IDoc EXPINV02*
EDI converter
Business sector
Invoice F2
• You can send at three different points in the document chain • An external converter transfers the data *) Release 46C: EXPINV04 Scenario recommended for AES SAP AG 1999
Within the SD process chain there are three different scenarios:
Scenario 1: The F5 pro forma invoice is based on the SD order. This scenario is only recommended if there is reliable order data and the settings for foreign trade have been correctly determined.
Scenario 2: The F8 pro forma invoice is based on the SD delivery document and can be created once all the shipping steps have been completed. The advantage of this scenario is that correct and complete export data is available at the time of processing.
Scenario 3: You can also use export billing documents (F2) that have already been forwarded to financial accounting as the basis for setting up IDocs. However, there are limitations on which data you can change in billing documents.
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Application Scenario - Inbound
Person responsible is Scenario 1 advised of the process via e-mail US Customs
EDI converter
IDoc TXTRAW01
Scenario 2
Triggers a workflow in the SAP System
SAP AG 1999
The receipt of information from the customs authorities has been implemented in AES in such a way that the standard IDoc TXTRAW01 is also included. This enables you to display the OK (or error) messages from the customs authorities.
Using standard functions in the EDI area, you can either start a workflow or send information to the person or group of people responsible by e-mail.
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Printing Options
Printing transaction .............................. .............................. .............................. .............................. ..............................
.............................. .............................. .............................. .... .... .............................. .... .... . . . .. . . . . . . .. . . . .... .... . . . .. . . . . . . .. . . . .... .... .... ....
Create billing document .............................. .............................. ..............................
Telex
.... .... ....
Printer
.... .... ....
Immediately (dispatch time 4)
Explicit request (dispatch time 3) Scheduling .............................. .............................. .............................. .............................. .............................. .............................. .............................. .............................. . ... .... .............................. .... .... . . . .. . . . . . . .. . . . .... .... . . . .. . . . . . . .. . . . .... .... .... ....
With selection run, either next (dispatch time 1) or at time specified (dispatch time 2)
SAP AG 1999
You can define the dispatch time when output is to be issued. The following times are available:
The output to be sent is selected by a standard program (RSNAST00) at regular intervals. You can decide whether the output is selected during the next program run (dispatch time 1) or at a time selected by the user (dispatch time 2).
There is also a special selection program available for the different applications with which output can be explicitly processed in dialogue or in the background (dispatch time 3). Background processing enables you to process output regularly (see dispatch time 1).
The output is sent automatically as soon as a document has been posted (dispatch time 4).
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Printing Process
Output determination
Printing Billing document
Printing transaction
SAP AG 1999
Foreign trade has its own print transaction for printing foreign trade documents.
This transaction lists all the documents due to be printed.
There are several different types of printing: y Initial processing y Repeated processing y Error processing y Special case processing
You can use Foreign Trade: Message Control in Customizing to make settings for the following functions: y Select packing data y Print commodity code y Link the printout of the document to a number range y Make the official document number a required entry y Update the official document number for monitoring purposes y Receive a confirmation prompt before printing
As of Release 4.6A, it is possible to change data for printing.
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Changes Before Printing Printing
Billing document Billing document
Printing transaction
Change history
Update
Change form fields manually before printing
SAP AG 1999
As of Release 4.6A, an independent print transaction allows you to change data for printing. Your changes only affect the printout, not the data in the billing document.
You can use Customizing (Form Data Control / table T609PP) to define for each output type which form fields can be changed in the print transaction.
In the Foreign Trade: Output Control Customizing activity (table T609P), you can activate the Create audit entry for man. changed form data function. The changes made in the print transaction will then be updated in the change history.
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List of Message Types Delivered for Various Releases Rel 4.0
Rel 4.5
Rel 4.6B
Rel 4.6C
Template - EDI Template - Export decl. Template - Movem. certif. Template - Export rep. JP
AUS1 AUS2 AUS3 AUSJ
Template - EDI Template - Export decl. Template - Movem. certif. Template - Export rep. JP
AUS1 AUS2 AUS3 AUSJ
Template - EDI Template - Export decl. Template - Movem. certif. Template - Export rep. JP
FECO FEEA FEEU FEEV FEEX FET1 FET2 FET5 FETR
EU certificate of origin EU Export refund EUR1 document Simp. export decl. SAD Export declaration SAD Shipping declaration T1 Shipping declaration T2 T5 document ATR document
FECO FEEA FEEU FEEV FEEX FET1 FET2 FET5 FETR
EU certificate of origin EU Export refund EUR1 document Simp. export decl. SAD Export declaration SAD Shipping declaration T1 Shipping declaration T2 T5 document ATR document
FECO FEEA FEEU FEEV FEEX FET1 FET2 FET5 FETR FEAG FEAN
EU certificate of origin EU Export refund EUR1 document EUR1 Simp. export decl. SAD Export declaration SAD Shipping declaration T1 Shipping declaration T2 T5 document ATR document Applic. export license Export license
FJCI FJCO FJCT FJEP FJER
Export invoice - JP Cert. of origin Osaka Cert. of origin Tokyo Export packing list- JP Export report - Japan
FJCI FJCO FJCT FJEP FJER
Export invoice - JP Cert. of origin Osaka Cert. of origin Tokyo Export packing list- JP Export report - Japan
FJCI FJCO FJCT FJEP FJER
Export invoice - JP Cert. of origin Osaka Cert. of origin Tokyo Export packing list- JP Export report - Japan
AES1 FUCI FUCO FUEP FUPI FUSD FUSI
Autom. Export System Commercial inv. USA U.S. Cert. of origin Export packing list Pro forma inv. USA Shipper's exp. decl. Ship. letters instr.
AES1 FUCI FUCO FUEP FUPI FUSD FUSI
Autom. Export System Commercial inv. USA U.S. Cert. of origin Export packing list Pro forma inv. USA Shipper's exp. decl. Ship. letters instr.
AES1 FUCI FUCO FUEP FUPI FUSD FUSI
Autom. Export System Commercial inv. USA U.S. Cert. of origin Export packing list Pro forma inv. USA Shipper's exp. decl. Ship. letters instr.
Message Types (Generic Templates) AUS1 AUS2 AUS3 AUSJ
Template - EDI Template - Export decl. Template - Movem. certif. Template - Export rep. JP
AUS1 AUS2 AUS3 AUSJ
Message Types for EU Countries FECO EU certificate of origin FEEU FEEV FEEX FET1 FET2 FET5 FETR
EUR1 document Simp. export decl. SAD Export declaration SAD Shipping declaration T1 Shipping declaration T2 T5 document ATR document
Message Types for Japan FJCI FJCO FJCT FJEP FJER
Export invoice - JP Cert. of origin Osaka Cert. of origin Tokyo Export packing list - JP Export report - Japan
Message types for the USA AES1
Autom. Export System
SAP AG 1999
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Creating New Documents in the SAP System: Activities
z Copy a sample message type z Copy a print program z Modify the new print program z Copy a SAPScript form z Modify the new form
SAP AG 1999
All of the export data contained in the system is available in the RVADAUS1 program in the standard system. If other data is required, you can enhance the EXPINV02 IDoc by adding the necessary fields.
You can tailor the IDOC_OUTPUT_INVOIC function module to match your needs with a user enhancement. This function module populates the EXPINV02 IDoc with document data.
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User Enhancement V55ECTRL z Field control according to user specifications z Redetermination of all data for:
Single Administrative Documents
Movement certificate EUR1
ATR
EC certificate of origin
NAFTA documents
z Incompleteness check (DOCUMENT_INCOMPLETE parameter) z Modification of packing information related to the given document
SAP AG 1999
You can tailor the IDOC_OUTPUT_INVOIC function module to meet your needs with a user enhancement. This function module populates the EXPINV02 IDoc with document data.
In this function module, you can control whether certain additional information from the delivery such as packing data needs to be read.
As of Release 4.5A, you can use the T609P control table to set up printing of packing data from the foreign trade documents in the standard system.
There are more user enhancements for SAP extension V55ECTRL in the printing programs. These make it possible for you to change the data right in the foreign trade documents.
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Communication / Printing: Summary
z Output control is used to determine the
communication type. z The IDoc for the import purchase order is the
first module in the electronic customs process. z The export billing document IDoc can be used
to print documents relevant for export, to send via EDI, and as a data basis for supporting partner systems.
SAP AG 1999
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Exercises Communication / Printing
•
Export and Import IDocs
•
Printing export documents and using output control:
You are responsible for foreign trade in your company and must ensure that the relevant export documents for billing are correctly printed or created for EDI messages.
Exercises - Communication / Printing
Customer
Customs
1 Export declaration
Customs
Plant
SAP AG 1999
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1
EDI Partner settings Display the partner profile for vendor 1080 with partner type LI. You can find the Partner Profile section under Foreign Trade/Customs in the menu (Tools → Business Communication → IDoc Basis → IDoc). Outbound parameters: Message type
_____________________
Receiver port
_____________________
IDoc basic type
_____________________
Message control:
2
Application
_____________________
Message type
_____________________
Partner function
_____________________
Communication EDI: Display IDoc You want to see the structure of the Import Basis IDoc. What are the first three fields for the General foreign trade data at item level (segment E1EDP28)? For this exercise, go to the IDoc documentation section of the Communication / Printing cockpit (which you can reach via the Initial Screen Foreign Trade/Customs).
© SAP AG
Field name:
_____________________
Field name:
_____________________
Field name:
_____________________
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3
Creating an IDoc on the basis of a purchase order Order 10 pieces of material MHA_## from vendor 1080. You want to send an EDI message to this vendor. Describe how you performed this step. ______________________________________ ______________________________________ ______________________________________ ______________________________________ Note: When you create the purchase order, the system notifies you that the import item data is incomplete. Why? Maintain the missing data.
Check the contents of the following fields in the IDoc you just created. For this exercise, go to the Communication/EDI section (IDoc subsection) of the Communication / Printing cockpit (which you can reach via the Initial Screen Foreign Trade/Customs). Customs office
________________________
Currency of statistical value
________________________
Description of trading country
________________________
You can create an EDI message for exports in the same way as you would for imports. This EDI message is created to support the new EDI processes, such as the American AES - Automated Export System.
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4
Creating an IDoc on the basis of an SD billing document Display your billing document from exercise 8 in the Documents in Foreign Trade unit. What messages are proposed automatically? Message type ________________________ Standard message type
________________________
Medium for transmission ________________________ You want to view all IDocs of type EXPINV that were created last month. Describe how you performed this step. ______________________________________ ______________________________________
5
Printing an export declaration FEEX Create an export declaration on the basis of the billing document from exercise 8 in the Documents in Foreign Trade unit. 1. Add message type (output type) FEEX to the billing document. 2. Choose P633 as the logical destination. 3. Save the billing document. Display the export declaration on the screen. For this exercise, select First processing in the Printout section of the Communication / Printing cockpit (which you can reach via the Initial Screen Foreign Trade/Customs).
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6
Changing the data that is to be printed in an export declaration (FEEX) Before you created the export declaration in exercise 5, the system informed you that the transportation data had changed. Your goods are now scheduled for transport on a ship with ## as its ID number. Check to make sure that this change on the export declaration is also reflected in the invoice. Then, print the document. After you have printed the document successfully, you want to display the changes that you have made. Describe how you performed this step. ________________________________________________
7
Message control (optional) What is the name of the print program for output type FET1 T1 shipping document? ________________________________________________ What is the name of the SAPScript form for output type FET1 T1 shipping document? ________________________________________________
8
Print control (optional) Your customs office gives you the authorization to assign your own document numbers on your export declarations. You also want to make sure that the system always offers a safety query before it prints export declarations. Describe how you performed this step. ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________
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9
Changing the modifiable fields in the export declaration (optional) In the future, you also want to be able to use the print transaction for foreign trade documents to change field 20 - Delivery conditions in an export declaration before it is printed. Describe how you performed this step. ________________________________________________ ________________________________________________ ________________________________________________
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Solutions Communication / Printing
1
EDI Partner settings Logistics → Sales and Distribution → Foreign Trade/Customs Communication / Printing → Environment → IDOC / EDI basis IDoc → Partner Profile Partner type LI → 1080 Outbound parameters: Message type
IMPINV Import declaration
Receiver port
SAPID3 Port for ID3 system
IDoc basic type
IMPINV01 Import Basis IDoc (I.B.I.)
Message control:
© SAP AG
Application
EF Purchase Order
Message type
ACE1 New PO printout
Partner function
VD Vendor
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2
Communication EDI: Display IDoc Logistics → Sales and Distribution → Foreign Trade/Customs Cockpit - Communication / Printing → IDoc documentation section Select Import IDoc and then choose IDoc documentation. Object name:
IMPINV01
IMPINV01 → E1EDP01 → E1EDP28 → Segment fields
3
Field name:
EXNUM
Field name:
EXPOS
Field name:
STAWN
Creating an IDoc on the basis of a purchase order Once you have created the purchase order with the data given, you must use the Goto → Messages to add the message type ACE1. Check the Further data for the message to make sure that the message will be processed as soon as the purchase order is posted: Dispatch time 4 – send immediately (when application is saved) must be selected. After you have posted the purchase order, you can use the following path to display the IDoc of type IMPINV01 type that was created: Logistics → Sales and Distribution → Foreign Trade/Customs Cockpit – Communication / Printing → Communication/EDI section IDoc section → List Selection parameters: Logical message type IMPINV
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You can determine the values in the following segments by double-clicking on your IDoc and then placing the cursor on the following segments in the data records folder: - E1EDK29 - E1EDP28
4
- IDOC: Document Header - General Foreign Trade Data - IDOC: Document Item - General Foreign Trade Data
From segment – Customs office – Currency of the statistical value
E1EDK29: CUSTOMSA GRWC
3816 - Weil am Rhein UNI
From segment - Name of the country involved in trade
E1EDP28: HANLD_TX
France
Creating an IDoc on the basis of a Sales and Distribution (SD) billing document Logistics → Sales and Distribution → Billing Information system → Billing documents → List Billing Documents (Search term: Payer DEU_XX) Select billing document Goto → Header → Output The system suggests output RD00 – Invoice automatically by default. In order to display all IDocs with the type EXPINV, proceed as follows: Logistics → Sales and Distribution → Foreign Trade/Customs Cockpit – Communication / Printing → Communication/EDI section IDoc section → List Selection parameters: Logical message type EXPINV
© SAP AG
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5
Printing an export declaration (FEEX) Logistics → Sales and Distribution → Billing Information system → Billing Documents → List Billing Documents (Search term: Payer DEU_XX) Select billing document Goto → Header → Output - Add output FEEX - Save the billing document Logistics → Sales and Distribution → Foreign Trade/Customs Cockpit Communication / Printing → Printout section Select First processing and then choose Print. A selection screen appears. Select output type FEEX and then choose Print preview.
6
Changing the data that is to be printed in an export declaration (FEEX) Logistics → Sales and Distribution → Foreign Trade/Customs Cockpit – Communication / Printing → Printout section Select First processing and then choose Print. A selection screen appears. Select output type FEEX and then choose Form data. Select field 18 – Indicator for the means of transport at departure in the hierarchy on the left side of the screen. Then, enter the new data in the dialog box that appears. Then, select Back and choose Print. Finally, confirm that the system should print the data that you have changed in the following dialog box. Displaying print changes Logistics → Sales and Distribution → Foreign Trade/Customs Cockpit Communications / Printing → Printout section Monitoring subsection → Print changes
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7
Output control IMG → Sales and Distribution → Foreign Trade/Customs → Printing/Communication → Assign Forms/Programs for Export Billing Documents The print program for output type FET1 is RVADAUS1
ENTRY_FET1
The SAPScript form for output type FET1 is SD_EXPORT_EUDC
8
Print control Logistics → Sales and Distribution → Foreign Trade/Customs Cockpit Communication/Printing → Environment section You can use the Print control function to control the printing transaction. Select the output type FEEX and then choose Details. Assign your own document numbers Select the Internal using number range entry in the Document number section and then assign the FT_DRU_AM object in the Number range object field and enter 01 in the Number range number field. Safety query Select the Safety query before starting printing field in the Print transaction – General section.
9
Changing the modifiable fields in the export declaration IMG → Sales and Distribution → Foreign Trade/Customs → Printing / Communication → Control Foreign Trade Documents → Form Data Control Select the Changeable indicator for element F020 – 20 Delivery condition for output type FEEX.
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Legal Control
Contents: z Licenses z UNO embargo z Sanctioned Party Lists z Scope and course of checks z System settings z Further uses
SAP AG 1999
© SAP AG
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Legal Control: Unit Objectives
At the conclusion of this unit, you will be able to: z Describe how the system depicts and checks various export regulations in different legal systems at the same time z List the types of legal controls that the system supports z Create embargoes and sanctioned party lists in the system z Describe how automatic export-license determination works z Define the points in the SD document chain at which automatic export control takes place SAP AG 1999
Terminology definitions in the SAP System:
Sanctioned party lists are issued by various US authorities. These lists identify individual people or firms - both American and non-American - with whom, for various reasons, American companies may not trade or can only carry out restricted trading with. The stipulations also apply to subsidiaries of US companies abroad.
An embargo includes all compulsory state measures relating to a ban on goods trading with a particular state, in order to prevent specific types of trading from taking place.
In the SAP System, a code of rights is defined as a legal regulation. This regulates the export of goods in a particular country. In Germany's case, this would be the foreign trade law (Außenwirtschaftsgesetz or AWG) and the foreign trade stipulation (Außenwirtschaftsverordnung or AWV) and for the USA, there is the Export Administration Act (EAA) and the Export Administration Regulations (EAR).
To simplify export control process, articlesthat are to be dealt with and processed in the same way by a given legal regulation are grouped together in the system.
Every legal requirement produces liststhat include all goods requiring approval. In the lists, every item is assigned an identification number, which is entered into the SAP System as an export control class number. This export control class number corresponds to the export list number (Ausfuhrlistennummer) in Germany, the ECCN in the USA and the Cargo List Number 1 and 2 in Japan.
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Legal Control: Overview Diagram
Introduction
Communication / Printing
Basic Data
Legal Control
Documents in Foreign Trade
Documentary Payments
Import Basis Module
Periodic Declarations
Data Service
Preference Determination
SAP AG 1999
© SAP AG
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Foreign Trade Cockpit: Legal Control Cockpit: Legal Control General Processing in Foreign Trade
Create and maintain licenses
License master
Periodic Declarations Legal Control
Monitor master data for materials and customers
Documentary Payments Communication / Printing
Preference Processing Data Service
Monitor/Release documents that have been assigned/blocked
Simulate legal control
9 Simulation
Create reports for authorities (Germany)
SAP AG 1999
The Legal Control cockpit allows you to:
Create licenses as license master records and assign them to documents
Monitor and release documents
Monitor and maintain data in the material master and the customer master
Simulate business transactions
Create the required declarations as file versions on disk (valid in Germany)
The following tools for monitoring are available:
You can see which order items and delivery items have been blocked for further processing due to legal control.
You can determine which export licenses are assigned to which orders.
You can monitor your export licenses, so that you are aware well in advance which licenses are about to expire.
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Check Times
Quotation
Order Outbound delivery Goods issue
Check Simulation Check Update license Block Simulation Check Block Simulation
1 2
3
Billing document
FI document
SAP AG 1999
Checking procedure and scope:
General control of type of order and type of delivery: y Legal Control: y
C
- Check for dispatch and export
Detailed control of order- and delivery-item types: y Legal Control:
__ - No check
__ - No check
y
A - Dispatch check
y
B - Export check
y
C - Dispatch and export check (incl. domestic)
y
D - Dispatch and export check (excl. domestic)
When the checks take place: y 1) Preventative check: Quotation at the time the document was saved y 2) Main check: Order at the point when the document was saved y 3) Emergency check: Delivery during creation, picking (WMS), goods issue y The aim is to determine as early as possible whether export approval is necessary, so that sufficient lead time remains or the necessary export licenses can be applied for.
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Process
Material Material master
Customer master
License master
Order Document header 1190 - Item 010 DPC1000 - Item 020 P-402
Main check Legal control
Check Legal control
Delivery
Goods issue
SAP AG 1999
The aim of the legal control is to determine whether the export is generally allowed (embargo, sanctioned party list) and whether any export licenses are necessary (and if so, how many). This determination depends on: y Export's country of departure y Goods to be exported y Export's country of destination y Customers y Export date
In the event that a business transaction requires a license, the system tries to automatically determine all necessary export licenses and classify the document item.
The document item can be processed further if this classification is successful. Otherwise, it will be blocked.
The deciding partner for the check is the ship-to party, whose homeland determines the country of destination for the export.
The crucial date for the check is the requested delivery date in the sales order (as of 4.6C, this is the date of the first confirmed schedule line) and the goods-issue date in the delivery.
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Legal Control: Material Master
Material number Plant
P-402 1000
General foreign trade data
Exemption certificate
Legal control Active
Legal regulations
Exp.contr. class
Grouping
X
A B
4A003 ...
Group_1 ...
X
C
1A1340
Group_3
SAP AG 1999
Data relevant for legal control can be stored in the material master.
By maintaining the exemption certificate data, you indicate to the system that the material you are currently processing is not subject to legal controls. In other words, no export license is assigned. Specifically, you must maintain the code, number and validity date for the exemption certificate.
The country in which the delivering plant is located dictates the active legal controls that are to be checked for exports from this plant.
For each material and each legal control, you can store the corresponding: y Export control class y Grouping
By definition, every material is subject to legal control. For exceptionally well-maintained legal regulations, it is possible to negate this assumption. In other words, you can declare that materials are not subject to legal control unless they are specifically indicated as such, by using the Individual maintenance indicator.
You can start a standard report, which examines the master material data and determines whether the following data has been maintained. A cross-plant check is also possible.
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Countries Involved
Sweden
Country of departure
Myanmar
Country of destination
SAP AG 1999
Countries involved: y The country where the delivering plant is located defines the legal regulations that are to be used. y The country of the goods recipient (taken from the document or customer master record) defines the country of destination for the export process.
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License Master
License number: 87 z Legal regulations
Legal regulations
A
License type
EAG EinzelAusfuhrGenehmigung (Individual exp. license - Germany)
Company code
1000
z Validity period
Jan. 1, 2000 - Dec. 31, 2007
z Business transaction type
11
z Sales document number
1334
z Maximum amount
100,000 UNI
z Status Partners z z z
1190 JFT-MX ...
C Exp. control class Partners AG z 4A004 WR z 4D003 RE z ...
Countries z z z
US - USA MX - Mexico ...
Texts Destination control z ... z
SAP AG 1999
The SAP System can manage various types of export licenses that your company has received for exporting various goods to various different customers. You must create legal controls in the system so that legal control can automatically determine the export licenses.
An export license is always only valid for one legal regulation and one company code and is classified for one type of license. It is always only valid for a set period of time.
An export license can be valid for: y A specific transaction type or for all types of transactions y A specific sales document or for all types of sales documents y One, several or all of the countries of destination y One, several or all of the partners (the partner role can also be specified here) y One, several or all of the export control classes
In the event that the license contains a maximum amount, assigned sales order values can only be updated until this amount is used up. Ultimately, legal control can no longer use this license.
One export license can have different statuses. Only when it has status C - Active, will the license be taken into consideration by the systems legal control for license determination.
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Sections
A) Legal regulations Types of licenses
C) Product-specific data
B) Data specific to the country of destination
SAP AG 1999
The settings required for legal control are divided into three sections:
Section A contains all settings that must be made due to different legal regulations.
Section B defines data specific to the country of destination, such as special features relating to the country of destination for the export.
Section C determines the product specific data, such as all data directly relating to the material.
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Section A: Legal Regulations Customizing Customizing Legal Legal Regulations Regulations Legal reg. A B C
Description German foreign-trade regulations Export Administration Regulations (EAR) US re-export
Customizing
Customizing
Define Define License License Types Types
Define Define Legal Legal Regulations Regulations
License Description Legal reg. type A AG Allgemeine Genehmigung (General license) Sammelausfuhrgenehmigung A SAG (Collective export license) Einzelausfuhrgenehmigung A EAG (Individual export license) Validated License B VL Individual Validated License B IVL
License master
Dep. country DE DE DE US
Legal reg. A B C B
Active X X X X X X
Scope Scope of of check check
SAP AG 1999
Section A is divided into three subsections:
Define all basic legal regulations that should be recognized in the system. A basic legal regulation represents the corresponding export law of a particular country.
You must activate the legal regulation so that the system knows which legal regulations need to be inspected for exports from the different countries of departure.
The system carries out a complete legal control for exports from this country for each active legal regulation. If the check is not successful for even one legal regulation, the document item is blocked.
Each legal regulation recognizes different types of export licenses, which have various attributes. For example, there are export licenses that are only valid up to a certain amount, while others are only valid for particular customers or export control classes, and so on. You can define the various different types of licenses which may be used in your firm here.
The settings that you make here control the license master record, and also the scope of check of the legal controls in SD documents.
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Section B: Country-specific Data (1)
Customizing Control Control Situation Situation per per Country Country of of Destination Destination Dest. ctry
Valid until
FR IR IR
Embargo
Dec. 31, 1999 Dec. 31, 1999 Dec. 31, 1999
X
Customizing Product Product Classification Classification by by Destination Destination Country Country Dest. ctry FR FR
Legal reg. Grouping A A
Group_1 Group_1
Valid until
Seq. no. License type User exit
Dec. 31, 1999
1 2
AG SAG
000 002
SAP AG 1999
Section B is also divided into three subsections:
First, the general export control situation of the country of destination for an export process should be determined. In the event that a country is subject to a UN embargo, this must be taken into account here. The SAP System blocks exports to countries that have been identified as embargo countries.
Then, product classification is carried out. A license type is to be stored depending on: y Country of destination y Legal regulation that is to be checked y Grouping used in the material master record for the goods that are to be exported y Validity period During the legal control, the system determines the type of export license that was assigned here and looks for an appropriate license of that type in the license master.
It is possible to classify a combination of country of destination, legal regulation, grouping and validity date into more than one license type, resulting in a cascade. In this case, the system then takes the first license type and tries to find a suitable license. If there are no licenses of that type available in the system, it tries to find a license for the second license type, and so on.
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Section B: Country-specific Data (2)
Customizing Control Control Situation Situation of of Destination Destination Country Country Dest. ctry
Valid until
Embargo
FR IR IR
Dec. 31, 1999 Dec. 31, 1999 Dec. 31, 1999
X
Customizing Product Product Classification Classification by by Destination Destination Country Country Dest. ctry Legal reg. Grouping FR FR
A A
Group_1 Group_1
Valid until Dec. 31, 1999
Seq. no. License type 1 2
AG SAG
User exit 000 002
SAP AG 1999
Finally, you can classify the destination countries:
Every legal requirement divides countries according to different Country lists or Country groups. Belonging to a particular country group means that there may be additional requirements and editions to be taken into account when exporting goods.
Both in the product and country groups, a user exit is stored for each entry which can be used, if necessary, for further checks using the standard.
All the Customizing entries in section B are linked to the date, and are therefore only valid for a particular period of time. Therefore those stipulations and requirements of the legal control which may change over time may be taken into account, as the system always uses the entry which has a date that corresponds to the export date.
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Section C: Product-specific Data Customizing Export Export Control Control Class Class Exp.contr. Legal reg. class Description 4A003 A Digital computer 4D003 A Test software 9B01A B ... 9B012A B ...
Customizing Define Define Groupings Groupings Grouping Description A A B B
Group_1 Group_2 Group_one Group_three
Computer Software Hardware Software
Customizing Assign Assign Export Export Control Control Classes Classes to to Groupings Groupings Exp.contr. Grouping Legal reg. class Default Group_1 A 4A003 Group_4 A 4A003 X Group_2 A 4D003 ... A ... X Group_five B 9B001A Group_nine B 9B001A ... B ...
Material master
SAP AG 1999
Section C consists of three subsections:
First, define the export control classes that are relevant for your materials. For example, in Germany, the listed goods from the International List (Ausfuhrliste) are to be stored with their International List numbers (Ausfuhrlistennummer); in the USA, the ECC Numbers must be indicated and in Japan the coding from Cargo List 1 and Cargo List 2 must be given.
Determine the groupings required. You can choose any groupings you like. The groupings have two different functions: y They should summarize the different export control classes, which are to be treated identically by export law. The subsequent determination of export licenses has two levels. The first level is based on the grouping and the second on the export control class. y Groupings should also make it possible to differentiate between two materials that have the same export control class but should be processed differently, according to export law.
Finally, determine the permitted combinations of export control classes and groupings. The combination, which is marked as a default, will be copied automatically during maintenance of the material master record as soon as the export control class has been entered.
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The Check Process in Documents
Origin Origin
Contents Contents
Regulations Regulations
Material
Country of the plant of departure
Country of the ship-to party
Section A Section B Section C
License type Check against: Result positive
Result License master
Valid license(s) Log
negative Set block Log
SAP AG 1999
The automatic determination of export licenses takes place in two stages: y In the first stage, a suitable type of export license is determined for each legal regulation that is to be checked using: - Departure country - Goods to be exported - Country of destination - Entries in sections A, B and C y The grouping is particularly relevant here.
The type of license the system found also determines the scope of the checks that are carried out in the second stage of license assignment.
In the second stage, the system looks for a license of the type which was found to be required in stage 1 and also satisfies all of the other check criteria.
If the result of the check is positive, the licenses that were determined are assigned to the order item and the item can be processed further.
If the result of the check is negative, the order item is blocked to prevent further processing. This block is made by setting the system status FTC5 at item level.
You can simulate legal control at any point during document processing.
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Simulation Purchasing docs
Simulation from document processing
Customer 1450
Item: Material Regulations Origin Business trans. type
DPC1000 IQ FR 11
Log z Boycott list z Embargo
Input screen: Customer Material Regulations
Simulation independent of sales documents
z Check active legal regulations z License assignment z Total result
Origin Business tr. type ... SAP AG 1999
You can call up legal control in the simulation mode at any point during order and delivery processing.
It is also possible to let the legal control run in simulation mode independently from document processing, in order to establish, for example, whether an export license would be necessary.
In each case, a legal control log is produced, which details the checks carried out by the system. This enables you to see at any time how the system came to this result.
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Embargo
Germany
Iraq
SAP AG 1999
In the event that UNO imposes an embargo on a country, you can reflect this situation in the system.
The system blocks exports to countries that have been identified as embargo countries.
This embargo check is part of the general legal control.
Additionally, you can determine at any time independent of the document processing, whether an embargo has been imposed on a country.
The following partners in the document or their countries are checked for embargoes: y Sold-to party
Partner function SP
y Ship-to party
Partner function SH
y Bill-to party
Partner function BP
y Payer
Partner function PY
y Ultimate consigneePartner function EU
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Sanctioned Party Lists
Denied persons list
Customer XY Hamburg
... Mr. NO Tokyo Mr. XY Hamburg Mr. YZ Munich ... ...
Customer YZ Munich
USA Germany
SAP AG 1999
Different US authorities issue sanctioned party lists, which identify individual people and firms, with whom American firms may not trade or may only trade on a limited basis.
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Customer Master: Sanctioned Party Lists
Customer
Country TDO X US
Date 010301
1090
SDN
Date 010101
List
Date 010101
SAP AG 1999
In the customer master, you can see whether one of your customers is identified for a particular country on one of the following sanctioned party lists: y Denied Party List / Table of Denial Orders (DPL/TDO), y Specially Designated Nationals (SDN) y Internal list The customer master also indicates when the last check on the current list was carried out.
Although this check on the sanctioned party lists has little to do with individual legal controls, it is part of the general legal control. If a partner assigned to a document item is on a sanctioned party list, the item is blocked for further processing.
The check on the sanctioned party lists also takes place in the order and delivery documents if legal control is not active. In the order, the system issues a warning if a partner fails to pass the check; in the delivery, an error message appears.
The customer, ship-to-party, bill-to-party, payer and ultimate consignee partner-functions are subjected to the sanctioned party lists check. The actual check is carried out regardless of the country for which the partner is appears on the list. This check is also independent of the origin of the goods delivered.
You can see at any time whether one of your customers is on the sanctioned party lists.
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Further Uses
Customizing Legal Legal regulations regulations GG Description BT PV EV IC ...
Betäubungsmittelgesetz (Anesthetics regulations) Passive Veredelung (Outward processing) EVE Certificate ...
SAP AG 1999
Legal control is a tool for the administration of licenses and similar documents for export control.
For this reason this tool can also be used for other controls, such as: y Chemical controls for anaesthetic law y Administration of PVcertificates for outbound processing y Administration and control of end use statements y Maintenance of biodiversity laws (law preventing extinction of species) y ...
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Legal Control: Summary (1)
z You can depict and check various export regulations in different legal systems and their respective export licenses in the system. z You can also reflect embargoes and sanctioned party lists in the system. z A document item can only be further processed when all checks have been successfully completed.
SAP AG 1999
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Legal Control: Summary (2)
z Legal control is carried out automatically as you save the Sales and Distribution (SD) document. z You can regulate legal control at the following levels:
Document type
Item category
Country of departure
Material
Legal regulations
Combination of country of destination with the above criteria
SAP AG 1999
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Exercises Legal Control
In this unit, we will demonstrate the legal control process in the system: – Classification of a material master – Simulation of a business transaction – Creating an export license – Activating an export license – Administration of export licenses – Legal control in the SD order – Sales orders and monitoring assigned export licenses – UN embargo – Sanctioned party lists You are responsible for export control in your company, and your duties include processing goods requiring export licenses.
Exercises - Unit 6 - Legal Control
Customs
Export license Plant
Customer
Customer
Export license EG-VO 86
••Classifying Classifyingmaterial materialmasters masters ••Administration Administrationof ofexport exportlicenses licenses ••Simulation Simulationof ofbusiness businesstransactions transactions ••UN UNembargos embargos ••Sanctioned Sanctionedparty partylists lists
SAP AG 1999
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Note: The system is configured use legal regulation A to check documents in these exercises. 1
Classification of the material master The material masters you created in the Basic Data unit must now be classified correctly. Make sure that material MHA_## is not relevant for legal control and the production material MFE_## is a listed material with export control class 4A00_## (in accordance with the German foreign trade regulations). Enter the necessary data so that above situation is reflected in the system. To do this, go to the Controlling section of the Legal Control cockpit, select Material master and then choose your material. From the consistency report, select Material master to access the desired master record. What grouping does the system propose when maintaining the export control class for material MFE_##? ________________________________________________ What alternative groupings would also be possible? ________________________________________________ ________________________________________________ Maintain the material with the group that the system proposes.
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2
Simulation of a business transaction One of your American customers (Search term PUMP—this customer already exists in the system) would like to place an order for 10 pieces of your material MFE_##. To create an export license (should it prove necessary), you want to check the export control status independently of the business transaction. To do this, go to the Simulation section of the Legal Control cockpit, select Legal Control and then enter the following data: Plant Partner Material Value Currency Export date Bus. transaction type
1000 (Search term PUMP) MFE_## 1,000.00 USD (today’s date) Final Purchase / Sale
What is the result of the legal control? ________________________________________________ If an export license is necessary, what type of license does the system require? ________________________________________________
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3
Creating an export license You apply to the export authorities for a suitable license for the business transaction above. To do this, go to the Licenses section of the Legal Control cockpit and enter the following criteria: Legal regulations A License type (see previous task) Button: Maintain master record On the detail screen, enter the following data: Company code 1000 Country of destin. US BusTransactType Final Purchase/Sale Export control class 4A00_## Customer (Search term PUMP) Make sure that this license will not yet be used by the legal control function of the system. Which fields are required-entry fields? ________________________________________________ How can you influence which fields become required-entry fields and what are the effects of this? ________________________________________________ ________________________________________________ Save the license.
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4
Activating an export license The export authorities have approved the license for your company. The number of the license the authorities have given you is License_##. You also receive the following information: Valid from Valid until Approved value Currency
(today’s date) (today’s date + 2 months) 100,000.00 UNI
Now you want to make the license you created available in the system for legal control. Which field in the license master now needs to be changed and to what value? ________________________________________________ Change the license master accordingly and enter the new information. (Legal Control cockpit, Licenses section, Maintain master record button) Save your changes and simulate the business transaction again.
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5
Administration of export licenses (optional) You want an overview of all export licenses according to German foreign trade regulations that are valid for export control class 4A00_##. To do this, go to the Alert reporting section of the Legal Control cockpit, select Licenses and then use the above criteria to run a search.
6
Legal control in the SD order The customer (above) orders 10 pieces each of materials MHA_## and MFE_##. Create an order and call up the log for legal control. What do you notice? ________________________________________________ ________________________________________________ ________________________________________________ Save the order. Can you deliver this order? ________________________________________________ ________________________________________________
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7
SD order and assigned export licenses (optional) Display the assignments of SD orders to licenses in the Alert reporting section and then go to the license that is assigned to your order. What do you notice? ________________________________________________ _____________________________________________
8
Embargo (optional) Your customer (search term EMBARGO) orders 100 pieces of material MHA_##. Create an order and save the document. What do you notice? ________________________________________________ ________________________________________________ 9
Sanctioned Party Lists (optional)
Your customer (search term SLS) orders 10 pieces of material MFE_##. Create an order. What do you notice? ________________________________________________ ________________________________________________ Save the document. What do you notice? ________________________________________________ ________________________________________________
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Solutions Legal Control
1
Classification of the material master
From the consistency report, select Material master to access the desired master record. For material MHA_##: Maintain the exemption certificate data in the Legal control section: ExemptionCertificate Exemption cert. no. Iss.date of ex.cert.
B 1 (today’s date)
For material MFE_##: Select the Legal control button and choose Export control class 4A00_## for legal regulation A. If you do not maintain a grouping, the system enters the default grouping (G3). Alternatively, grouping G1 is also permitted.
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2
Business transaction simulation Legal Control cockpit → Simulation section → Legal Control Enter the following data: Exporter plant Ship-to party Material number Value Currency Export date Bus. transaction type
1000 1190 MFE_## 1,000.00 USD (today’s date) 11
Simulation results: Negative; an export license is necessary. Export license type: SAG
3
Creating an export license Legal control cockpit, Licenses section Legal reg. A Type SAG Button: Maintain master record Leave the status of the license set to created so that the system does not use it yet. Required entry fields include:
BusTransactType
You can use Customizing for Foreign Trade to control which fields are required entry fields in the license master: Sales and Distribution → Foreign Trade/Customs → Legal Control → Define Types of License Masters You can control which fields are required-entry fields by maintaining the data in the Attributes section of the details screen of the license type. In other words, these settings define: -
© SAP AG
Layout of the license master Scope of the checks during license determination
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4
Activating a license Legal Control cockpit → Licenses section → Maintain master record Use the license status field to activate the export license by setting the status to C – Application accepted, license active.
5
Administration of export licenses Legal Control cockpit → Alert reporting section → Licenses Use legal regulations A and export control class 4A00_## for the selection criteria.
6
Legal control in the SD order General Foreign Trade Processing cockpit, Documents section, Order → Create doc. (Release 46B: Logistics → Sales and Distribution → Sales → Order → Create) Create a standard order for sales organization 1000, distribution channel 10 and division 00. You can use Extras → Export license → Log to call up a log for legal control. Result: Indicator is green; the export is authorized. The order can be delivered.
7
SD order and assigned export licenses (optional) Legal Control cockpit → Alert reporting section → Licenses or Assigned docs The order value of the license is changed by the value of the order item.
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8
Embargo Cockpit: General Foreign Trade Processing; section: Documents. Select Order → Create doc. (Release 4.6B: Logistics → Sales and Distribution → Sales → Order → Create) Create a standard order for sales organization 1000, distribution channel 10 and division 00. Enter the data and post the document. Result: -
9
The system issues a log for legal control: An embargo has been imposed on the country of destination System status FTC5 is set at item level Item cannot be delivered
Sanctioned party lists General Foreign Trade Processing cockpit → Documents section → Order → Create doc. (Release 46B: Logistics → Sales and Distribution → Sales → Order → Create) Create a standard order for sales organization 1000, distribution channel 10 and division 00. Enter the data and post the document. Result: -
© SAP AG
The system issues a warning: The sold-to party is on a boycott list The system issues a log for legal control: The sold-to party is on a boycott list System status FTC5 is set at item level Item cannot be delivered
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Documentary Payments
Contents: z Payment guarantee management overview z Financial documents (letter of credit) z Controlling customer master and document type z Integration in the document chain z Scope and course of checks in the order and delivery z Updating financial documents z Monitoring
SAP AG 1999
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Documentary Payments: Unit Objectives
At the conclusion of this unit, you will be able to: z Explain how financial documents are integrated into logistics payment guarantee management z Maintain various financial documents z Monitor financial documents z Maintain all data necessary for documentary payments and make all corresponding settings
SAP AG 1999
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Documentary Payments: Overview Diagram
Introduction
Communication / Printing
Basic Data
Legal Control
Documents in Foreign Trade
Documentary Payments
Import Basis Module
Periodic Declarations
Data Service
Preference Determination
SAP AG 1999
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Types of Payment Guarantee / Integration Types of Payment Guarantee / Integration
Export credit insurance
Political risks FI-OPEN
Credit management
Documentary payments
Credit
Payment card
Economic risks
Collection Letter of (bills of credit exchange)
Time High risk
Low risk
SAP AG 1999
The aim of such a payment guarantee is to achieve a far-reaching reduction in risks for receivables due from customers.
In addition to using credit management, there are several different forms of guarantee in the business processes, such as financial documents (letters of credit, collections), export credit insurance (external interface) and payment cards.
These various forms differ from each other in their degree of security, their validity period, and their associated requirements for vendors and customers and are integrated for guarantee purposes into the Risk management instrument.
Generally, on the first level, you would try to use a corresponding form of guarantee (financial document - letter of credit) to achieve optimum risk minimization.
If this is not possible, risk minimization can be achieved in the second step by using credit management to set up a credit framework.
Note: The use of a corresponding form of guarantee strongly depends on the form of business. Therefore, financial documents are mainly used for high-volume foreign trade transactions, whereas the use of payment cards, for example, is of greater importance for trade.
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Letter of Credit - Process
Goods flow 6
10 5 Importer
Exporter 1
Documents/Values flow 9
2
Opening bank
3 8
4
7
Advising bank
SAP AG 1999
A possible business process with documentary payments can be illustrated as follows: 1. A purchase contract is created. Importer and exporter exchange purchase order information and order confirmation information. These documents contain the conditions for the sale of the goods. 2. In accordance with the exporter's conditions, the importer opens a letter of credit at the bank of his or her choice. The exporter's order confirmation is the basis for the letter of credit. 3. After approval of the credit inquiry, the opening bank can contact a branch or subsidiary, the advising bank, in the exporter's country, to set up a letter of credit commissioned by the importer for the exporter. 4.-5. The exporter recognizes the importer's ability to pay on receiving the letter of credit and delivers the goods in accordance with the conditions agreed upon in the letter of credit. 6. 7. The exporter receives the shipping documents and presents them, along with the valid letter of credit, to the advising bank. The bank checks the documents for deviations and pays the exporter the agreed amount. 8. The documents are forwarded to the opening bank in exchange for the payment. 9. The opening bank demands payment from the importer according to the set conditions. The importer receives the shipping documents in exchange for the payment. 10. The importer can only take possession of the goods when he or she receives the shipping documents.
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Foreign Trade Cockpit: Documentary Payments Cockpit: Documentary Payments General Foreign Trade Data
Create and maintain financial documents
Financial document
Periodic Declarations Legal Control
Monitor customer master data: • Risk management Customer • Credit management master
Documentary Payments Bank master data Communication / Printing
Preference Processing
Monitor/Release documents that have been assigned/blocked
Data Service
Simulate documentary payments
9 Simulation
SAP AG 1999
The Documentary Payments Cockpit allows you to:
Create financial documents and assign documents
Monitor and release documents
Maintain bank/customer master data
Simulate business transactions with documentary payments
The following tools for monitoring are available:
You can determine which sales and delivery documents are blocked for further processing. You can use this function to release or reject blocked documents. There is a wide range of information functions that provide information necessary for this decision.
You can determine which financial documents are assigned to which sales, delivery and billing documents.
You can monitor your financial documents to find out which ones are about to expire, or for which ones the value that has been used has already reached a specific percentage, and so on.
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Integration into SD Processes, Control Customizing Key: Payer and document type
Customizing Payment guarantee procedure: Type of payment guarantee - Letter of credit - Payment card
Customizing Scope of check
Customizing z z
Update Block
Order Assignment Outbound delivery
Check and update
Master record Financial document
Billing document
FI document
SAP AG 1999
The system sets up a payment guarantee procedure from the payer's customer master record and the type of sales document. This procedure controls what type of guarantee is necessary for this business transaction.
If you put the financial document in the sales document at header level, it is valid for the whole document; if you enter it at item level, it covers the corresponding item.
In the delivery, the financial document can only be maintained in the document header. If you have already entered it into the sales order, it will be copied into the delivery.
In the billing document, the financial document can also be seen in the document header. However, it can no longer be maintained there; it must be copied from previous documents.
The financial document number is one of the split criteria when deliveries are created. In other words, two orders with different financial documents or an order with different financial documents for each item cannot be delivered together. The financial document is one of the split criteria when the billing document is created. In other words, two documents with different financial documents or an order with different financial documents per item cannot be billed together.
A business transaction guaranteed by a financial document must begin with a sales document, which is a legally binding contract. Document transactions with deliveries without an order (delivery type LO) are not possible.
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Documentary Payments - Master Data
Master record - Financial document (FD)
Header:
Number 6328 z Partners z Validity z Values z Terms of payment z Incoterms z...
Details: Banks
Documents
Texts
Status
Addresses
Change history
SAP AG 1999
A financial document in the SAP System is a generic term for documents in the area of documentary payment guarantee. Letters of credit are to be entered into the system as financial documents.
When you maintain financial documents, different types of financial documents are available: y R - Revocable y U - Irrevocable, unconfirmed (in other words, only the opening bank validates) y C - Irrevocable, confirmed (in other words, the opening and the confirming bank validate) y O - Others
You are free to define the categories of financial documents, such as: y 01 - Letter of credit y 02 - Guarantees y ...
The opening bank is displayed on the main screen of the financial document. However, you can assign several banks as banking partners involved with the financial documents. You can also define banks as one-time banks, provided you have defined master records for them.
On the document screen, you can list the documents that need to be sent to the bank, such as the export billing document, packing list, or certificate of origin, for example.
If the name and/or the address of one of the parties named in the letter of credit deviates from the master data, you should enter the names/addresses exactly as they appear in the letter of credit on the address screen of the financial document. Otherwise, the addresses are taken from the master data.
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Customizing - Basic Settings Customizing: Define Financial Documents (FD) Financial Doc. Type 01 Letter of credit 04 Guarantee ... . . .
Bank Functions A Advising bank B Confirming bank O Opening bank ... . . .
Indicators for Financial Documents 01
Letter of credit
Field selection 2 Cust. / Vend. Financial 1 doc. value ... ... Hide/show field
Documents to be Presented 1 2 3 ...
Export billing document Export packing list Certificate of origin ...
Bank Indicators 1 Banks for confirmed letters of credit 2
Banks for unconfirmed letters of credit ... . . .
X X ...
Optional/required entry field
SAP AG 1999
Make the following settings in Foreign Trade Customizing in the basic settings area:
Define the types of financial documents used in your company.
Define the different functions banks can assume within the framework of a document transaction, such as: y A - Notifying bank y B - Confirming bank y O - Opening bank y N - Negotiating bank y ...
Define the possible documents to be presented, which you later wish to assign to a financial document.
Define indicators for financial documents. These indicators have two functions: y They govern field control of the financial document master, which means that you can display or hide individual fields or make entry mandatory. y You can also control which fields the system checks when you assign a financial document to an SD document in the SD document flow.
Define the bank indicator for financial documents. You can use this indicator later to group together different bank functions for one type of financial document.
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Financial Document Customizing - Relationships (1)
Customizing
Customizing
Indicators for Financial Documents 01 02 ...
Documents to be Presented 1 2 3 ...
Letter of credit Collection ...
Export billing document Export packing list Certificate of origin ...
Customizing Assign Documents to Financial Document Indicator Indicators 01 01 01 ...
Letter of credit Letter of credit Letter of credit ...
Documents 1 2 3 ...
Export billing doc. Export packing list Certificate of origin ...
Orig. 1 1 1 ...
Copies 2 1 3 ...
SAP AG 1999
When creating a financial document, the system can propose documents that should be available later when submitting a letter of credit to the bank.
Of course the documents can also be entered as you maintain the financial documents. However, should a packing list and a certificate of origin always be required for a specific letter of credit, then the system can automatically take these facts into consideration.
You can assign a financial document indicator to the documents to be presented, which the system can then automatically propose when creating such financial documents.
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Financial Document Customizing - Relationships (2)
Customizing
Customizing Bank Functions
Bank Indicators 1 Banks for confirmed letters of credit 2 Banks for unconfirmed letters of credit ... . . .
A Advising bank B Confirming bank O Opening bank ... . . .
Customizing Control: Banks in Financial Doc. 1 1 1 ...
A B O ...
SAP AG 1999
You can tell the difference between a confirmed or unconfirmed letter of credit by the banks involved or the functions the banks assume.
By maintaining the Specify Control of Banks in Financial Document activity, you can ensure that an unconfirmed letter of credit is not assigned to any banks with the function confirming bank, for example.
You can assign the permissible functions that different banks in a financial document can assume to a bank indicator.
Note: The number of banks that can be assigned to a financial document is technically unlimited but for business reasons it is kept to a maximum of 10.
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Financial Document Customizing - Relationships (3) Customizing
Customizing
Customizing
Indicators 01 Letter of credit 02 Collection ... ...
Financial Doc. Type 01 Letter of credit 04 Guarantee ... ...
Bank Indicators 1 Banks for confirmed letters of credit 2 Banks for unconfirmed letters of ... credit
Customizing Fin. Doc. Control 01
C
01
1
Customizing Financial document category R U C O
Revocable Irrevocable unconfirmed Irrevocable confirmed Others
SAP AG 1999
The central control object for the maintenance of financial documents is the Financial Document Control:
Here you can assign a financial document indicator and a bank indicator to a combination of types and categories of financial documents.
The assigned financial document indicator controls the maintenance of the financial document master record, whose field control and data must be checked when assigned to an SD document.
The assigned bank indicator defines the possible functions that the different banks within the financial documents can assume.
When you create a financial document, you must always specify the type and category of that financial document.
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Customizing - Risk Management for SD Customizing Forms of Payment Guarantee
Customizing Financial document category R U C O
Revocable Irrevocable unconfirmed Irrevocable confirmed Others
01
Confirmed irrevocable letter of credit
02
Confirmed revocable letter of credit
03
Payment card
...
...
Customizing Forms of Payment Guarantee 01
Customizing Financial Doc. Type 01 Letter of credit 04 Guarantee ... ...
Confirmed irrevocable letter of credit
PymtGuarCat:
0
Financial document
FD Cat:
C 01
Irrevocable confirmed Letter of credit
FD Type:
SAP AG 1999
A form of payment guarantee defines how a document item is guaranteed:
When maintaining the forms of payment guarantee you must give the category of guarantee: y 0 - Financial document y 1 - Export credit insurance (external link) y 2 - Export credit insurance with financial document (ext. link) y 3 - Payment card y 4 - Other payment guarantees (user exit)
If you define a form of payment guarantee for financial documents, you can specify the financial document's type and category, which the system would then request if this form of payment guarantee were used for the document item. You can therefore not only establish that a financial document has been requested, but also that a confirmed or unconfirmed letter of credit must be assigned.
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Customizing - Risk Management for Fin. Docs Determining the Form of Payment Guarantee Determination of payment guarantee procedures using combinations of: - Document payment guarantee procedure for the sales document type - Customer payment guarantee procedure for the payer
Customizing
Payment guarantee procedure 0001 Forms of Payment Guarantee 10
Confirmed letter of credit
20
Unconfirmed letter of credit
30
Payment card
40
...
SAP AG 1999
Due to the possible existence of different simultaneously active forms of payment guarantee, a priority regulation is required, which controls which risk-guarantee options come into play.
This control is carried out via the payment guarantee procedure, which creates a prioritized list. The system then attempts to provide the sales order items with a form of guarantee, based on the order of the list.
Determination of the payment guarantee procedure and the relevant forms of guarantee is carried out using a customer procedure set up in the payer master record and a document payment guarantee procedure, which is assigned to the corresponding sales document type.
No determination logic is set up for the financial documents. You can assign them manually in the sales and distribution document.
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Comparison of Forms of Payment Guarantee
Credit management Key number determined from the sales order
Credit account
Contract number
Limit
Credit limit
Insurance limit
Header level
Item level
Sales order level
Updating balance
Check
Open credit value Open items
Financial document
Export credit insurance
Financial document no.
Card number
Financial document limit
Authorized amount
Header or item
Multiple cards per order
Order, delivery, billing document values
Values from the current document
Financial document limit against financial document
Authorized value against use of authorization
Open ins. value Open items
Insurance limit for Credit limit against amount of credit used insurance utilization
Payment card
SAP AG 1999
All of the forms of payment guarantee listed present the option of risk guarantee if required.
Differences exist on the master data side.
For checks against payment cards, financial documents and external export credit insurance, a status similar to the individual inspections in credit management is maintained, which is included in the creation of the overall status in the document header.
The release or rejection of blocked documents is generally carried out via the list of blocked sales and distribution documents.
Updating of insurance accounts and financial document accounts is carried out with credit management via the information structures.
A basic difference between financial documents and payment cards is that in the payment guarantee procedure, if the form of guarantee is specified as a financial document, a financial document must be assigned to the sales order, otherwise, the document is blocked. On the other hand, for payment cards in the procedure, the sales order will not be blocked, even when no card is entered in the order.
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Entering a Financial Document: Order
Order Total value:
50,000.-
Financial doc. no. Depreciation %:
123 70%
Financial document Financial doc. value: Open value: (70%) 35,000.-
123 100,000.100,000.65,000.-
Credit management Credit limit: (30%) 15,000.-
80,000.-
Total liabilities: 10,000.25,000.-
SAP AG 1999
In the sales order, you can enter a financial document number (letter of credit number) at header or item level, as long as this form of payment is permitted by the customer.
Generally the financial document covers the full amount of the sales order. However, in exceptional cases you might agree that only some of the amount should be covered by the assigned financial document.
In such a case, only that amount is deducted from the financial document value.
For example, you can make an agreement for a sales order that 70% of the total value should be covered via the financial document and that the remaining 30% should be processed using credit management.
Note: In order for a financial document assigned in the sales order to be accepted, some of the data in the sales order must correspond with that of the financial document. The data that should be checked in the system is specified in Customizing in the activity for maintenance of financial document indicators.
Note: If the results of this check are negative, the system can block further processing of the document or the document item.
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Updating Document Values Update Group 12 Order
Prerequisite: Confirmed amount available
Delivery
Billing document
Info structure S131
+
Sales order value Value of delivery goods
+
+
Billing document value
Prerequisite: Document has not yet been forwarded to FI
SAP AG 1999
The order value is updated on the basis of the confirmed order amounts (Confirmed order amounts * credit price = order value).
The system uses the pricing procedure and subtotal A to determine that the invoice sum total (net value + possible tax) is the credit price.
The update group 15 is for business transactions in which the financial document is not assigned until the delivery, rather than at the time of the order.
The system only uses update group 18 when no deliveries are carried out (when an invoice is created for the order, for example).
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Documentary Payments: Simulation
Sales documents Customer 1450
Item: Material Value Incoterm ...
Simulation from document processing
DPC1000 640,000.DAF ...
Input screen: Customer Material
Log Simulation independent of sales documents
z Assignment z Check results
Value Incoterm Paymt guarantee procedure Financial document
SAP AG 1999
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Documentary Payments: Summary (1)
z You can illustrate various financial document types and categories in the system. z Different forms of payment guarantee dictate how the system responds. z Financial documents can be assigned to sales and distribution documents at header level and to sales documents at item level. z Various checks are run during the assignment process. If these checks produce negative results, the document may be blocked for further processing.
SAP AG 1999
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Documentary Payments: Summary (2)
z Blocked documents can then be either released or rejected using the release transaction in credit management. z Diverse monitoring functions allow you to manage your financial documents effectively.
SAP AG 1999
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Exercises Documentary Payments
This unit demonstrates documentary payments: – Overview for payment guarantee management – Integration of financial documents in the document chain – Creating a financial document – Activating a financial document – Administration of financial documents – Assigning and checking in the SD order – SD document and assigned financial documents – Blocked documents
Your company has several customers for whom you want to use financial documents (especially letters of credit) to guarantee business transactions.
1
Determining a payment guarantee determination procedure In order to minimize risk as far as possible, you must ensure that goods are only delivered to a customer if that customer has opened a letter of credit for you. What parameters does the system use to automatically determine the payment guarantee procedure and the form of payment guarantee? Make the proper settings in Customizing. ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________ ________________________________________________
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2
Maintaining the customer master Change the master data for your customer so that a financial document must always be entered in the order as a payment guarantee. What information do you have to assign to your customer? ________________________________________________ ________________________________________________ ________________________________________________
3
Creating a financial document As requested, your bank provides an irrevocable, confirmed letter of credit. Create this letter of credit in the system: To do this, go to the Maintain financial documents section of the Documentary Payments cockpit and enter the following criteria: Financial doc. cat. C – Irrevocable confirmed Financial doc. type 01 – Letter of credit Button: Maintain financial document On the detail screen, enter the following data: Company code 1000 Customer Ship-to party
DEU_## DEU_##
Bank country Bank key Ext. FD number
DO – Dominican Republic 045601100222 - Dominican National Bank LoC_135/2001_##
Financial doc. value Payment terms
200,000.- UNI ZB01
Opening date Latest shipping date Validity end date Incoterms
(today’s date) (today’s date + 3 months) (today’s date + 5 months) DAF Saarbrücken
Which documents does the system propose automatically? ________________________________________________ ________________________________________________ ________________________________________________ © SAP AG
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Where are settings for these defaults made? ________________________________________________ ________________________________________________ Can you also enter additional documents? ________________________________________________ ________________________________________________ Where is this configured? ________________________________________________ ________________________________________________ Save the financial document. If the incompleteness log appears during saving, enter the missing data. How can you control the incompleteness log for the financial documents? ________________________________________________ What status does the system set automatically when you save? ________________________________________________ Financial document number: ________________________________________________
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4
Simulation of a business transaction You want to check whether the financial document can now be used to guarantee an order. The best way to do this is to simulate the business transaction. Enter the following data: Sold-to party Ship-to party
DEU_## DEU_##
Payment terms
ZB01
Plant Material Value Requested deliv. date Incoterms
1000 DPC1000 50000 USD (today’s date + 1 month) DAF Saarbrücken
Payment guarant. proc.
000001
Financial doc. no.
(see exercise 3 in this unit)
What are the results of the check? ________________________________________________ Why? ________________________________________________
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5
Activating a financial document Your bank, the Deutsche Bank in Hamburg, confirms the letter of credit from your customer and charges a fee of 1 % of the value of the letter of credit. Maintain this in the system and set the financial document to active (in other words, set its status to D - Document exists and can be used). As you maintain the financial document, you can assign additional banks to the letter of credit and enter the bank charges on the Banks tab. Country Bank key
DE 20050000 - Deutsche Bank Hamburg
What other bank functions could you use in this financial document? ________________________________________________ ________________________________________________ ________________________________________________ Where can you make the proper settings for these? ________________________________________________ ________________________________________________ ________________________________________________ Save your changes and run the simulation function again. What do you notice? ________________________________________________ ________________________________________________
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6
Creating an order that is guaranteed by a financial document Your customer DEU_## orders 4,000 pieces of material MHA_## in the sales area (1000/10/00). First make sure that you have enough stock on hand. Find out which payment guarantee procedure was determined by the system. ________________________________________________ Assign the financial document that you created in task 3 of this unit to the order and save the document. How does the system respond? ________________________________________________ ________________________________________________ Document number: ________________________________________________ Deliver the order. How does the system respond? ________________________________________________
7
Maintaining a financial document Because the value of the financial document is not sufficient to fully guarantee the customer order, you request an increase in the financial document value. Your bank advises and confirms an amendment to your letter of credit, in which the letter of credit value is increased by 500,000 UNI to 700,000 UNI. Maintain your financial document accordingly by changing the status to E – Change in document has been submitted and increasing the financial document value to 700,000 UNI. Can you reset the status of the financial document to D? ________________________________________________ What must you do so that the financial document status can be reset to D? ________________________________________________ Make sure that your financial document can be used again.
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8
Blocked documents Display all sales documents in the system that are blocked due to your letter of credit. Initiate another check for your order. How does the system respond? ________________________________________________ ________________________________________________ What actions does the system trigger? ________________________________________________ ________________________________________________
9
Assignment of financial documents to sales documents (optional) Display all documents that are guaranteed for payment by your financial document. List these documents. ________________________________________________ Branch from this list directly to the display of the financial documents. What is the open value of the financial document? ________________________________________________
10
Administration of financial documents (optional) The Dominican National Bank has declared bankruptcy. Display all unconfirmed letters of credit that you have in your system from this bank for your company code 1000. List these letters of credit. ________________________________________________ ________________________________________________ ________________________________________________
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Solutions Unit: Documentary Payments
1
Determining a payment guarantee procedure Automatic determination of payment guarantee procedures is controlled by two parameters in the Documentary Payments section of the Implementation Guide (IMG): Sales and Distribution → Foreign Trade/Customs→ Documentary Payments → Risk Management for Financial Documents → Define and Assign Payment Guarantee Schemas The two parameters are -
Customer determination schema Document determination schema
First, define customer determination schemas and document determination schemas. In this case, use customer determination schema 0001 – Finance documents and document determination schema 01 – Standard. Then, assign the document determination schema 01 to order type OR – Standard order. Now, you must define which payment guarantee procedure should be determined for a certain combination of customer determination schema and document determination schema. Here, the system determines payment guarantee procedure 000001 – Letter of credit for the combination of customer determination schema 0001 and document determination schema 01. If a standard order is now created for a customer who has customer determination schema 0001 in their customer master, the system determines payment guarantee procedure 000001.
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2
Maintaining the customer master Documentary Payments cockpit → Controlling section → Customer master Enter your customer DEU_##. Also enter the following information: Sales organization Distribution channel Division
1000 10 00
Assign the customer determination schema 001 (use the Paym.guar.proc. field) on the Billing document tab in the Delivery and payment terms section.
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3
Creating a financial document Documentary Payments cockpit → Maintain financial documents section Financial doc. category C – Irrevocable confirmed Financial doc. type 01 – Letter of credit Button: Maintain financial documents Enter the required data. The system uses the following documents as defaults - Export billing document - Export packing list - Certificate of origin
(1 original, 2 copies) (1 original, 1 copy) (1 original, 3 copies)
You can set these defaults in Customizing for foreign trade in the Documentary Payments section: Sales and Distribution → Foreign Trade/Customs → Documentary Payments → Relationships → Assign Documents to Financial Document Indicator Assign the above three documents to financial document indicator 01. You can use the Specify Financial Document Control Customizing activity to link financial document indicator 01 with financial document category C and financial document type 01, both of which you entered during financial document maintenance. You can also assign other documents to the financial document indicator. You can define this option for open entry of documents in Customizing for foreign trade in the Documentary Payments section: Sales and Distribution → Foreign Trade/Customs → Documentary Payments → Basic Settings → Define Indicators for Financial Documents You can allow more documents to be maintained for the financial document indicator 01 – Letter of credit by activating in the Free entry of docs possible field, which can be found in the Documents section of the screen. You can use the Specify Financial Document Control Customizing activity to link financial document indicator 01 with financial document category C and financial document type 01, both of which you entered during financial document maintenance. You can maintain the log of incomplete items for financial documents in Customizing for foreign trade in the Documentary Payments section. Sales and Distribution → Foreign Trade/Customs → Documentary Payments → Basic Settings → Define Indicators for Financial Documents
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You can use the Checks column to control which fields should be included in the incompleteness checks. You can also control whether an incomplete financial document should be activated (whether the document can be set to status D – Document is available and can be used) in the Incompletion/Changes section of this screen. When a financial document is saved, the system automatically sets the status to A – Document has been created. The system only accepts documents with status D for payment guarantees.
4
Simulation of a business transaction Documentary Payments cockpit, Simulation section Enter the necessary data. Result: The result is negative because the financial document has status A – Document has been created. The system only accepts documents with status D for payment guarantees.
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5
Activating a financial document Documentary Payments cockpit → Maintain financial documents section → Maintain financial documents In addition to the confirming bank, the following bank functions are also available: -
Advising bank Negotiating bank Opening bank
Bank controls are in Customizing for foreign trade in the Documentary Payments section: Sales and Distribution → Foreign Trade/Customs → Documentary Payments → Relationships → Specify Control of Banks in Financial Document Assign the above four bank functions to bank indicator 1. You can use the Specify Financial Document Control Customizing activity to link bank indicator 1 with financial document category C and financial document type 01, both of which you entered during financial document maintenance. Use the Status function to set the financial document status to D – Document is available and can be used, which activates the financial document.
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6
Creating an order that is guaranteed by a financial document Select Order → Create doc. in the Documents section of the General Foreign Trade Processing cockpit. (Release 4.6B: Logistics → Sales and Distribution → Sales → Order → Create) Create a standard order for sales organization 1000, distribution channel 10 and division 00. Enter the relevant data. Select Goto → Header → Billing. You can find the payment guarantee procedure that the system determined in the Risk management section of the screen. Result: The system determined payment guarantee procedure 000001 – Letters of credit. You can enter your financial document in this section of the screen in order to guarantee payment for the document. When you save the document, the system issues a warning that the value of the letter of credit is not sufficient to guarantee the order. It is not possible to deliver this order because it is blocked due to the financial document check: “Order for delivery is blocked because of credit checks”.
7
Maintaining financial documents Documentary Payments cockpit → Maintain financial documents section → Maintain financial documents In order to be able to change the financial document value, you must first use the Status function to change the status of the financial document to E – Change in document has been submitted. Then, the system requests the reason for this change. Select Amendment. You can only change the value of the financial document after you have made this entry. It is not possible to set the status of the financial document back to D – Document is available and can be used immediately because of the change history. If you want to change the status back to D, you must first save the financial document with status E – Change in document has been submitted and then return to the maintenance screen and change the status to D – Document is available and can be used.
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8
Blocked documents Documentary Payments cockpit → Monitoring section → Blocked documents Select your sales document from this list and then choose Check. Result: The system checks the current financial-document data against the data in this document. Since the financial document is now sufficient to guarantee payment for the order, two actions are triggered: -
9
The system lifts the credit block in the document (which means the document can be delivered) The document value is copied into the LIS structure S131 as the order value used
Assignment of financial documents to sales documents Documentary Payments cockpit → Monitoring section → Assigned documents The open value of the financial document is reduced by the document value of the assigned order.
10
Administration of financial documents Documentary Payments cockpit → Monitoring section → Financial docs Enter the following data: Company code Financial doc. cat. Bank key Bank country
1000 U 045601100222 DO – Dominican Republic
Execute the function.
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Periodic Declarations
Contents: z European Union z NAFTA / USA z EFTA / Switzerland z Asia and Japan
SAP AG 1999
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Periodic Declarations: Unit Objectives
At the conclusion of this unit, you will be able to: z Use the system to create the different declarations z Maintain the basic data for these declarations z Use the control mechanisms in the system
SAP AG 1999
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Periodic Declarations: Overview Diagram
Introduction
Communication / Printing
Basic Data
Legal Control
Documents in Foreign Trade
Documentary Payments
Import Basis Module
Periodic Declarations
Data Service
Preference Determination
SAP AG 1999
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Periodic Declarations
EU
INTRASTAT EXTRASTAT KOBRA Oil declaration
NAFTA USA
SED AERP HMF
EFTA
JAPAN
SWITZERLAND MITI/Customs
Simplified Export Control (V.A.R.)
Import Export
SAP AG 1999
The SAP System supports the automatic creation of various statistical declarations for the above countries and economic zones.
As of Release 4.6C, you can use the oil indicator for the commodity code to mark products for which an oil declaration is necessary. The periodic declarations section of the Foreign Trade Cockpit assists you in creating oil declarations (necessary in Germany).
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Foreign Trade Cockpit: Periodic Declarations Cockpit: Periodic Declarations Operative:
General Processing in Foreign Trade
Creating periodic declarations Individual maintenance of INTRASTAT/EXTRASTAT Oil declaration (Germany) Archiving
Periodic Declarations Legal Control
Completeness Documentary Payments
Monitoring: Master data
Communication / Printing Wizards Preference Processing Customizing Data Service
Checking master data to make sure it is complete
System-guided user settings: Recommended Customizing settings for periodic declarations
SAP AG 1999
The Periodic Declarations cockpit includes all necessary system activities for periodic declarations.
You can create periodic declarations in the operations section of the screen. You can create declarations in three steps, which can also be automated by using variants. If business transactions that cannot be reflected with documents in the system occur in your company, you can use individual maintenance of data records to create declarations. You can also use the individual maintenance function to change existing data records. After periodic declarations have been filed, they can be archived. The system also supports the creation of a goods catalog.
The monitoring function ensures that all the data necessary for the declarations is maintained in the material master. You can complete master records directly from the monitoring function.
You must make various Customizing settings so that the system can successfully generate complete declarations. The INTRASTAT/EXTRASTAT wizards provide step-by-step guidance with documentation for each stage of the process.
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Periodic Declarations: Process
Creating Periodic Declarations Select document data (intermediate database)
Step 1
Create a file version
Step 2
Create a file version on disk
Step 3
Option: Execute all steps using variants
SAP AG 1999
Creating periodic declarations involves a three-step procedure:
In the first step, you select the document data that you want to include in the declaration. The data that you select is stored in an intermediate database that is specifically for this declaration. You can use individual maintenance to change data or add data to the data records in this intermediate database (next page). The incompleteness log and the list of open business transactions (billing documents that have not yet been forwarded to accounting) are interactive options that allow you to reprocess incomplete documents.
In the second step, the data is used to create a file in a format specific to the country in question.
In the third step, the file version that is to be saved to disk and sent to the authorities is generated. -
The processes and selection parameters in these three steps can be saved as variants and then called up again at any time.
-
The declaration process in Japan differs from the process illustrated here (for more details, refer to the slide at the end of this unit).
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Individual Maintenance of INTRASTAT/EXTRASTAT and V.A.R Report year
2000
Report month
02
Receipt/dispatch
2
Report month
2000
2
1
2
0001
0001
4500000002
2000
2
1
3
0001
0001
4500000006
2000
2
2
1
0001
0001
90000178
2000
2
2
2
0001
0001
90000196
2000
2
2
3
0001
0001
90000177
Recpt/Disp Number
Company code
Plant
Report year
Document number
Control General data Item data
SAP AG 1999
You can include new entries in the intermediate databases for the INTRASTAT/EXTRASTAT and V.A.R declarations if your company has a business transaction that is relevant for one of these declarations, but has no corresponding document in the system.
Incomplete entries can also be maintained in this way.
In the individual maintenance context, pay special attention to how the Deletion type indicator is set for the selection programs to ensure that the system does not overwrite data records that you enter manually.
You can make settings for field control for individual maintenance in the Customizing activity for the log of incomplete items for periodic declarations.
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Controlling the Log of Incomplete Items
Message cat.: INTRASTAT Country:
DE Check Incompleteness
Characteristic
Aggregation criteria
E
Business trans. type Special unit of measure Country of destination Region of destination Customs office ...
Goods movement direction must be specified in each case
E E E
Details Individual maintenance: Field control:
Hidden/Optional/Required entry
System message: Error message/Warning/No check
SAP AG 1999
The log of incomplete items for periodic declarations lets you monitor and maintain data conveniently. You can process this log online (adding necessary data from the log view). Information about which data is missing is aggregated on various levels. This allows the log to remain transparent even when large volumes of data are involved. It also lets you avoid redundant reprocessing of missing data. You can also maintain and correct Customizing settings right on the log screen. This log should be refreshed before the file version is created (step 2).
You can use Customizing to control the scope of the log of incomplete items that is created for the corresponding selection report.
You can also set the data aggregation criteria dynamically for country-specific programs. You should only activate aggregations that affect data other than that in the SAP standard system after you have cleared this activity with the authorities involved.
The Message cat. field defines the form that is used as a basis: EU:
-
INTRASTAT
VEIAV
-
EXTRASTAT
VEXAV
-
KOBRA
VEKAA, VEKAB, VEKAC
AERP
VESED
-
SED
VESED
-
HMF
VESED
-
VAR
VEXAV
NAFTA: -
EFTA: © SAP AG
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Periodic Declarations: Document Selection
Materials Management (
)
Sales and Distribution
Purchase order
Order
Inbound delivery
Outbound delivery
Goods receipt
Goods issue Goods issue
Vendor's invoice
Customer's billing document
MM selection program
SD selection program
SAP AG 1999
Data for periodic declarations is selected from documents used in the Materials Management process and the Sales and Distribution process.
In the Materials Management document chain, both goods receipt and receipt of invoices trigger data selection. The system uses the vendor's invoice as the basis for determining values. If the invoice has not yet been received, the declaration occurs in the following month. If, in the following month, an invoice has still not been received, it is possible to use the values from the purchase order. As of Release 4.6C, you can create a declaration based exclusively on the vendor's invoice. This method is especially advantageous in countries like Italy and France, where tax declarations and statistical declarations are linked (recommended Customizing activity: Data Selection Control/table T609IS). The Materials Management component supports INTRASTAT and EXTRASTAT declarations. In Sales and Distribution, data selection occurs solely on the basis of billing documents. This influences SED, AERP and HMF declarations as well as INTRASTAT, EXTRASTAT, VAR, and KOBRA declarations.
You can set the country key (numerical or alphanumerical/ISO code) the system should use for the declaration by using the Data Selection Control (table T609IS) activity in Customizing. Note: As of January 1, 2000, you must include the ISO code in INTRASTAT/EXTRASTAT declarations.
You can use the inclusion and exclusion indicators at header and item level to exclude items or entire documents from the declaration. You can also use activities in Sales and Distribution (SD) Customizing to set exclusion indicators for item categories. As of Release 4.6C, you can use the two user enhancements available in SAP's FTGOVSEL extension to influence data selection and creation of an intermediate database. These two user enhancements replace the six outdated enhancements for periodic declarations.
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European Union (EU)
INTRASTAT EXTRASTAT z z z
INTRASTAT EXTRASTAT KOBRA
KOBRA Oil declaration
SAP AG 1999
The system supports the creation of the following declarations for the European Union: y INTRASTAT (internal trade statistics), y EXTRASTAT (external trade statistics) and y KOBRA declaration (export control for sensitive goods) y Oil declaration (Germany) as of Release 4.6C
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EU - INTRASTAT
z z z
INTRASTAT EXTRASTAT KOBRA
SAP AG 1999
Within the context of intra-EU trade statistics, all goods movements - receipt and dispatch - that take place between member states of the EU must be reported to the authorities within a given reporting period.
The European Union has issued general guidelines.
The way you create the declaration depends on the official requirements of the member state. The options include: y Country-specific declarations on paper y Country-specific data-record structures for creating the declaration on diskette y Country-specific data-record structures for declaration in the EDIFACT format CUSDEC/INSTAT.
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EU - INTRASTAT: Creating the Declaration
1
MM selection program
SD selection program
Intermediate database VEIAV
2
Paper version
File version
File in EDIFACT format EDI
3
Internet/ E-mail
File on diskette
SAP AG 1999
The system reads the Materials Management (MM) and Sales and Distribution (SD) document data using selection programs common for all the EU member states.
The incompleteness log and the list of open business transactions (billing documents that have not yet been forwarded to accounting) are interactive options that allow you to reprocess incomplete documents.
Depending on the type of log selected in the selection program, the system copies the data from the selected documents into intermediate database VEIAV.
When legal reporting requirements differ among nations, the system needs to use country-specific programs to create paper and diskette versions of the declaration.
The paper version of the declaration can be carried out in a single step from the intermediate database VEIAV.
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Oil Declaration (Germany)
1
MM selection program
SD selection program
Intermediate database VEIAV
2
File version
Evaluation report
3
List (ALV) in declaration format
Paper version
SAP AG 1999
In Germany, the receipt and dispatch of oil and petroleum products must be declared. As of Release 4.6C, the system supports creation of oil declarations.
The data for this declaration is taken from intermediate database VEIAV, which is created by the selection program for the INTRASTAT declaration.
The intermediate database is evaluated using a special report for oil declaration. This report uses the oil indicator to select the items that are to be declared. The oil indicator is set in Customizing for the appropriate commodity codes.
The system creates a list in declaration format that can be printed.
© SAP AG
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EU - INTRASTAT: Transmission Media Belgium
002
Denmark
008
Germany
004
Finland
032
France
001
Greece
009
Great Britain
006
EDI
Ireland
007
EDI
Italy
005
Luxembourg
002
Holland
003
Austria
038
Sweden
030
Spain Portugal
Internet
Internet
011
EDI EDI EDI
010
EDI
Internet
SAP AG 1999
At least one type of data transmission for declarations to the authorities can be carried out for each country: y Paper version - form y File version - diskette y Creation of a declaration in EDIFACT-format CUSDEC/INSTAT and transmission via EDI y Transmission of the declaration in EDIFACT format as an attachment to an e-mail message via the Internet. (You can store the authorities' e-mail address using the Data Selection Control activity in Customizing.)
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EU - INTRASTAT: Checklist
z Have all check objects been maintained? z Has master data been maintained?
Vendor, purchasing information record, material, route, customer
z Have default values been maintained for all combinations?
Transaction type, export procedure
z Have condition records for condition type GRWR been maintained? z Have currencies and exchange rates been maintained? z Have you maintained your own INTRASTAT ID numbers?
SAP AG 1999
We recommend that you test the functions well before the system reaches the productive stage to make sure that all the necessary settings for master data and Customizing have been made.
You can use the incompleteness log in the selection reports to assist you in your testing efforts.
You can use the wizard in the Periodic Declarations cockpit to maintain the necessary settings in Customizing. Make sure to the check the settings for the following objects: y Vendor (including region, VAT registration no.) y Purchasing info record (including import procedure) y Material master (including origin data, goods number, countries, regions) y Route (including mode of transport, customs office) y Customer (including region, VAT registration no.)
Customizing settings for the region/region of manufacture must also be maintained in some European countries.
The Periodic Declarations cockpit also allows you to maintain material master data and monitor it to make sure it is complete.
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EU - EXTRASTAT
z z z
INTRASTAT EXTRASTAT KOBRA
SAP AG 1999
As part of the extra-European Union trade statistics, all goods movements - import and export - that take place between an EU member state and a country that is not a member state of the EU must be reported to the authorities within a given reporting period.
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EU - EXTRASTAT: Import / Export
1
Selection program Intermediate database VEXAV
2
3
File version
Diskette
SAP AG 1999
The system supports creation of the EXTRASTAT declaration for exports from Germany and Holland.
These programs can also serve as a basis for other European countries.
The process is similar to the creation of an INTRASTAT declaration and is carried out in three steps: Step 1:
Non-country-specific selection of the relevant document and updating the selected documents in the intermediate database VEXAV.
Step 2:
Creation of a file version from the intermediate database VEXAV
Step 3:
Copying of the file onto diskette in the correct format for Holland or Germany
The incompleteness log and the list of open business transactions (billing documents that have not yet been forwarded to accounting) are interactive options that allow you to reprocess incomplete documents.
The EXTRASTAT data in the intermediate database VEXAV can either be completed later using individual maintenance or new entries can be made.
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KOBRA: Check for Exports from Germany
§12 and §13/6
Commodity codes for sensitive goods 2612 2617 2710 ...
SAP AG 1999
All sensitive goods that are going to be exported from Germany to non EU member states must be reported within a certain period of time in the form of a KOBRA declaration.
The goods to be declared are identified according to German law by their commodity code.
The process is similar to the creation of an INTRASTAT declaration and is carried out in three steps:
Step 1:
Selection of the relevant export billing documents and updating the selected documents in the intermediate databases VEKAA, VEKAB and VEKAC.
Step 2:
The system creates a file version from the intermediate databases VEKAA, VEKAB and VEKAC.
Step 3:
The file is copied onto diskette in the correct country-specific format for Germany.
The incompleteness log and the list of open business transactions (billing documents that have not yet been forwarded to accounting) are interactive options that allow you to reprocess incomplete documents.
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NAFTA - USA
SAP AG 1999
The authorities within NAFTA also require you to report goods movements for statistical purposes. There are several different types of declarations to the authorities for NAFTA.
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NAFTA - USA
SD billing documents
VESED int. database
Automated Export Reporting Procedure
Shipper´s Export Declaration
Harbor Maintenance Fee
SAP AG 1999
The system supports the following declarations for the United States:
AERP:
All exports leaving the USA are reported to the relevant federal authorities on diskette.
SED:
All exports leaving the USA are reported to the relevant federal authorities on paper.
HMF: Harbor Maintenance Fee Fees paid to the authorities when exports leave the country by sea.
© SAP AG
Automated Export Reporting Procedure Shipper's Export Declaration in list format
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NAFTA - USA
Export billing document
1
Selection program
Export into non-EU countries (third countries) Intermediate
database VESED
2
3
File version
Paper version SED
Paper version HMF
Diskette
3
SAP AG 1999
Selection of the relevant export billing documents
If data is missing in the documents, the selection program issues an incompleteness log.
Depending on the type of log chosen in the selection program, the system copies the data from the selected documents in intermediate database VESED.
You can create the SED declaration in list form in a single step from intermediate database VESED.
You can create the HMF declaration in a single step from intermediate database VESED.
The system creates the AERP declaration on diskette in two stages: First, the file version is created from intermediate database VESED. Then, the file is copied onto diskette.
The incompleteness log and the list of open business transactions (billing documents that have not yet been forwarded to accounting) are interactive options that allow you to reprocess incomplete documents.
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EFTA - Switzerland (1)
Simplified Export Control (V.A.R)
SAP AG 1999
The system supports the creation of the V.A.R (simplified export procedure) declaration for Switzerland.
All exports leaving Switzerland must be reported to the relevant authorities within a given reporting period.
The "plants abroad" issue is also taken into consideration.
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EFTA - Switzerland (2)
SD billing documents
1
Selection program Intermediate database
2 File version
Paper version
3 Diskette
SAP AG 1999
The system supports the creation of the VAR (simplified export procedure) declaration for Switzerland:
Selection of the relevant export billing documents
If data is missing in the documents, the selection program issues an incompleteness log.
Depending on the type of log chosen in the selection program, the system copies the data from the selected documents into intermediate database VEXAV.
You can create the VAR declaration on paper in a single step from intermediate database VEXAV.
The system creates the VAR declaration on diskette in two stages: First, the file version is created from intermediate database VEXAV. Then, the file is copied onto diskette.
The incompleteness log and the list of open business transactions (billing documents that have not yet been forwarded to accounting) are interactive options that allow you to reprocess incomplete documents.
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Japan - MITI / Customs
Customs Declaration for Import (yunyukamotsudaikin no shiharai ni kansuru hokokusho)
MITI Export Report (yushutsuhokokusho)
SAP AG 1999
Japan:
The MITI ministerial office regulates export/import flow.
The customs authorities gather the necessary information for the MITI.
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Japan - MITI: Export Report
Export billing document
Prerequisites: z
Exports to all countries
z
Output type AUSJ
z
Total amount > 5 mil. Yen
Print report Export report MITI
Customs
MITI
SAP AG 1999
The export report (yushutsuhokokusho) is a declaration of exports used by the authorities for statistical purposes.
The export report must be created for the MITI for every export billing document with a net value of more than 5 million yen.
The customs office receives these documents and passes them on to the MITI.
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Japan - MITI: Collective Export Report Export billing document Selection program List of billing documents: x 5100001010 o 5100001015 x 5100001055 .... Print report Export report MITI Customs
MITI SAP AG 1999
You can use output control to print out the export report (yushutsuhokokusho) for a single billing document.
Alternatively, you can create a list of billing documents which you can use to print all the export reports that you need.
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Japan: Customs Declaration for Import Import invoice Selection program List of import invoices: Invoice Year x 9000007211 1998 o 9000007216 1998 x 9000007055 1998 ....
Co. code 5000 5000 5000
Print report Customs decl.
Customs SAP AG 1999
The customs declaration for import (yunyukamotsudaikin no shiharai ni kansuru hokokusho) must be given to the customs authorities for customs processing.
A customs declaration for import must be created for each vendor import invoice.
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Periodic Declarations: Summary (1)
z The SAP System supports automatic creation of several different types of declarations. z These declarations are based on the data in the purchasing and sales and distribution documents. z Country-independent selection programs gather data from documents that fall within the reporting period and store the results in an intermediate database, which is used as a basis for all further processing.
SAP AG 1999
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Periodic Declarations: Summary (2)
z When it reads the documents, the system determines whether data is missing for a specific declaration and creates a list of this missing data (log of incomplete items). z You can use individual maintenance to add missing data to INTRASTAT, EXTRASTAT or V.A.R declarations. z The declaration can be created on paper, diskette or in EDIFACT format CUSDEC/INSTAT.
SAP AG 1999
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Exercises Periodic Declarations
To demonstrate periodic declarations, we will create a complete INTRASTAT declaration for receipt and dispatch. • Select the relevant documents for declarations to the authorities. • Configure the incompleteness log • Create paper, file and EDI versions of the various declarations
You are responsible for creating monthly declarations of imports and exports for your company. You have to make sure that the data is maintained correctly and that the right documents are selected.
Exercise - Periodic Declarations
SD documents
MM documents
INTRASTAT 1
Select Select
Select Select
4
Create Create file file
5
Database
EU
2
Create Create paper paper
3
File
Create Create disk disk
6
SAP AG 1999
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1
Receipt : Selection of documents Select all the Materials Management (MM) documents from the current month and year. Pay special attention to the type of log. Use the universal currency (UNI) as the declaration currency. What are the possible characteristics for the log type? _______________________________________________________________ _______________________________________________________________ How and where can you influence the scope of the incompleteness check? _______________________________________________________________ _______________________________________________________________
2
Paper version - Germany Create a paper version of the INTRASTAT declaration for your company in Germany. Report month Reporting year Company code Goods direction
1000 Receipt (1)
If the system does not generate a declaration, what could the problem be? _______________________________________________________________ _______________________________________________________________ If the system does generate the declaration, select Print preview.
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3
Dispatch: Selection of documents After you have made your INTRASTAT declaration for goods receipt from countries outside the EU, you must declare your dispatches within the European Union to the German Federal Office of Statistics. In the meantime, you have sent a sample diskette to the authorities for testing and they have authorized you to create your declaration in diskette format. First, select the Sales and Distribution (SD) documents with the following attributes: Report month Reporting year Company code
(current month) (current year) 1000
Pay special attention to the log type. The system then lists all billing documents that are to be declared for this reporting period. This data is updated in a table. What is the name of this table? _______________________________________________________________
4
Creating a file using Germany as an example Once data selection is complete, you want to create a file of INTRASTAT data, from which a diskette can then be generated. Enter the following on the selection screen: Report month Reporting year Company code Goods direction
1000 Dispatch (2)
If you like, you can create the log first in step one without creating the file. Pay special attention to the cover sheet. Is the data that appears on the cover sheet complete? ________________________________________________ If not, why not? ________________________________________________ © SAP AG
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5
You can create a file in step two. You can select the following as the file name: /usr/sap/trans/tmp/INTRA##
6
Create a diskette using Germany as an example Enter the necessary parameters: Type of data file
_______________
Source file
_______________
Target drive Subdirectory Target file
C TEMP INTRA##
This run creates the INTRASTAT file INTRA##.ASC on the drive C on the hard disk in the TEMP directory. If you select Issue log, the system displays a list that includes all data records onscreen.
7
Create a CUSDEC/INSTAT declaration for Sweden You want to run a CUSDEC/INSTAT declaration for your company in Sweden. Assume that: Company code 1000 is in Sweden rather than Germany. Do not repeat document selection; create the CUSDEC/INSTAT declaration for Sweden directly.
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Solutions Unit: Periodic Declarations
1
Receipt : Selection of documents Select all the Materials Management (MM) documents from the current month and year. Pay special attention to the type of log. Use the universal currency (UNI) as the declaration currency. Periodic declarations cockpit → Create Periodic Declarations European Union → INTRASTAT → Germany → Receipt → Step 1 What are the possible characteristics for the log type? A, B, C: Intermediate database VEIAV is updated (‘Update run’) D, E, F: Intermediate database VEIAV is not updated (‘Test run’)
How and where can you influence the scope of the incompleteness check? You can make settings for the incompleteness check in Customizing. Sales and Distribution → Foreign Trade/Customs → Periodic Declarations → Control Data → Log of Incomplete Items – Aggregation Criteria – Individual Maintenance Additionally, you can make settings for aggregation, field selections and controls for the maintenance transactions here.
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2
Paper version - Germany Create a paper version of the INTRASTAT declaration for your company in Germany. Periodic declarations cockpit → Create Periodic Declarations European Union → INTRASTAT → Germany → Receipt → Step 2 Reporting month Reporting year Company code Goods direction
(current month) (current year) 1000 Receipt (1)
If the system does not generate a declaration, what could the problem be? There is no data in intermediate database VEIAV. If the system does generate the declaration, select Print preview.
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3
Dispatch: Selection of documents After you have made your INTRASTAT declaration for goods receipt from countries outside the EU, you must declare your dispatches within the European Union to the German Federal Office of Statistics. In the meantime, you have sent a sample diskette to the authorities for testing and they have authorized you to create your declaration in diskette format. First, select the Sales and Distribution (SD) documents with the following attributes: Report month Reporting year Company code
(current month) (current year) 1000
Periodic declarations cockpit → Create Periodic Declarations European Union → INTRASTAT → Germany → Dispatch/Export → Step 1 Note the log type. Set the log type toUpdate run The system then lists all billing documents that are to be declared for this report period. This data is updated in a table. What is the name of this table? VEIAV
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4
Creating a file using Germany as an example Once data selection is complete, you want to create a file of INTRASTAT data, from which a diskette can then be generated. Enter the following on the selection screen: Report month Reporting year Company code Goods direction
(current month) (current year) 1000 Dispatch (2)
If you like, you can create the log first in step one without creating the file. Periodic declarations cockpit → Create Periodic Declarations European Union → INTRASTAT → Germany → Dispatch/Export → Step 2 Selection screen: Deactivate the Create file indicator If not, why not? - Material number is missing – INTRASTAT ID is missing
→ Selection screen → Maintain in Customizing:
Sales and Distribution → Foreign Trade/Customs → Periodic Declarations → Maintain Official Numbers for Declarations to Authorities Additional details
5
You can create a file in step two. You can select the following as the file name: /usr/sap/trans/tmp/INTRA## Periodic declarations cockpit → Create Periodic Declarations European Union → INTRASTAT → Germany → Dispatch/Export → Step 2 Selection screen:
© SAP AG
Select the file and then enter the file name.
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6
Create a diskette using Germany as an example Enter the necessary parameters: Periodic declarations cockpit → Create Periodic Declarations European Union → INTRASTAT → Germany → Dispatch/Export → Disk → Step 2 Type of data file
DE
Source file
/usr/sap/trans/tmp/INTRA##
Target drive Subdirectory Target file
C TEMP INTRA##
This run creates the INTRASTAT file INTRA##.ASC on the drive C on the hard disk in the TEMP directory. If you select Issue log, the system displays a list that includes all data records onscreen.
7
Create a CUSDEC/INSTAT declaration for Sweden You want to run a CUSDEC/INSTAT declaration for your company in Sweden. Assume that: Company code 1000 is in Sweden rather than Germany. Do not repeat document selection; create the CUSDEC/INSTAT declaration for Sweden directly. Solution is the same as the solution for exercise 6 of this unit.
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Preference Determination
z Introduction z Process overview z Vendor declarations z Preference determination z Use in sales and distribution processing
SAP AG 1999
© SAP AG
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Preference Determination: Unit Objectives
At the conclusion of this unit, you will be able to: z Carry out the basic processes necessary for preference determination z Create a vendor declaration request run or a dunning run z Describe the preference determination process z Explain the determination results z Use these results in sales and distribution processing
SAP AG 1999
© SAP AG
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Preference Determination: Overview Diagram
Introduction
Communication / Printing
Basic Data
Legal Control
Documents in Foreign Trade
Documentary Payments
Import Basis Module
Periodic Declarations
Data Service
Preference Determination
SAP AG 1999
© SAP AG
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What is Preference?
SAP AG 1999
Customs preference is an instrument of trade that has a high degree of economic importance for both the importing and exporting country.
Customs preference in export translates to favorable customs duty rates or customs exemption for an importer in a third country (non-EEA state). Consistent application of customs preferences can therefore result in a marked improvement in competition.
Goods imported into the EU by several non-EU countries enjoy preferential treatment. This means that the import customs duty rate is reduced from the normal third-country customs duty rate or exempted completely. In return, many non-EU countries extend similar preferential treatment to EU products.
© SAP AG
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Preference Processing: NAFTA - Preference
Canada
USA
Mexico
SAP AG 1999
All preference rules relative to the North American Free Trade Agreement (NAFTA) are described in that document in Annex 401 - Specific Rules of Origin.
Preference rules used among NAFTA countries are very similar to those applied within the European Economic Area (EEA).
There are various ways to indicate that your product originates in your country. NAFTA, for example, uses the following procedures: y Tariff shift (origin regulation): Tariff shift means that the product or its components were processed or refined to such a degree that the commodity code can be changed. y De minimus rule (maximum of 7% non-originating goods): According to the de minimus rule, a product qualifies for preference if no more than 7% of that product is made up of non-originating goods. y Vendor declaration as certificate of origin: Your vendors supply you with a document certifying that the product or its components originate in your country or economic zone.
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Preferential Measures/Zones EEA / EFTA ACP
Norway, Iceland, Liechtenstein
Israel, Tunisia, Melilla, Ceuta
Mediterranean countries
Faeroe Islands
Developing countries (GSP)
EC
PL, CZ, SK, HU, BG, RO, EE, LV, LT, SI, XJ
Bosnia and Herzegovina, Macedonia, Yugoslavia
Jordan/ Gaza Strip
Andorra Turkey
Overseas countries and regions
Mutual preference
Origin preference
Partially mutual preference
Customs exemption preference
Unilateral preference
Last updated 1999
SAP AG 1999
The EC has made different preference agreements with various countries and groups of countries.
Unilateral and bilateral agreements between the EU and individual countries include: y Morocco y Israel y Malta
Bilateral agreements between the EU and groups of countries include: y MOEL (HU, PL, CZ, SK, SI) y Baltic states (EE, LT, LV) y ACP (African, Caribbean, Pacific States-68 developing countries)
© SAP AG
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Preference Processing Preference determination
Main component
n
Explode the BOM
n
Use preference rules defined in Customizing
Results Condition record Update material with condition type: master PREF: 1,010.00 (main component) created
Check document
Archive determination results Customs log
SD document (sales order/ billing document) Ex Works price
1,955.00
Preference price 1,010.00
Preference EUR1
SAP AG 1999
Preference processing steps:
The bill of materials (BOM) is exploded and the preference rules that were defined in Customizing are applied to the components.
As a result of the determination, the preference status is set for the main component in the material master and a condition record with condition type PREF (threshold preference price) is created. Results are determined and saved for each preference zone.
The preference determination results for the main component are archived in the form of customs logs. That way, they are available later for use in checks run by the customs authorities.
The Sales and Distribution (SD) sales order compares the preference price with the ex-works price and recognizes the preference situation for the current delivery (ex-works price must be greater than or equal to the preference price).
In order for pricing to find the valid condition record, whose key contains the preference zone of the ship-to party, you need to define the countries that make up the preference zone in Customizing.
If the system determines a positive preference status, it allows you to print a goods movement certificate (EUR1).
© SAP AG
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Preference Processing: Process Overview 1
Request / dun vendor declarations
2
Administration of vendor declarations
3
Compress data on material master level
4
Preference determination z Top-down explosion Individual determination Collective determination z Assemblies Individual determination Collective determination
5
Preference determination in SD sales orders and billing documents
6
Print movement certificate Create vendor declarations for customers
z Compare preference price to Ex Works price
SAP AG 1999
Preference processing can be broken down into six steps. These steps are described in detail on the following pages.
© SAP AG
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Vendor Declaration - Request/Reminder Selection
1
Vendor Material Purchasing organization Plant
1080 100-300 1000 1000
Purchasing info record Pref. zone
ACP PAN
ID Valid
After validity date expires: Print letter/reminder
Reminder date
A Dec. 31, 2000 B Dec. 31, 2000
1080 3 Vendor Ave Vendortown Dear Sir/Madam Please send us…. .................................. Sincerely
Printer
SAP AG
Output formats: SAP form Materials list MS Word form letter SAP AG 1999
The process of requesting a vendor declaration may be made up of several steps: y Initial letter to the vendor y Two reminders sent to the vendor if no vendor declaration has been provided
The program automatically updates the data in the purchasing info record.
Simulate: If you select this indicator (which is always selected in the standard system), the system prints the letter but does not update the dunning data in LFEI.
Process level - vendor: By selecting this indicator, you tell the system to process the vendor declaration records only on the vendor level. These records are valid for all vendor materials, not material-specific. (Key field MATNR in the LFEI structure has a value of BLANK.)
Update info records: This indicator can only be used when the Simulate indicator has not been set and the Process level - vendor has been set. When the system is in update mode and you select this field, cross-material vendor declaration records and material-specific vendor declaration records are displayed or updated. In this case, the preference data of the higher-level LFEI record is copied into all materialspecific records.
Lack of a vendor declaration has a negative effect on preference determination. Without a vendor declaration, the corresponding goods are treated as "non-originating" goods during preference determination and are assigned a general duty rate.
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Vendor Declaration - Administration
2
Selection 1080 Vendor Purchasing organization 1000 1000 Plant
Material
100-300 100-300 ...
Plant Pref.zone ID
1000 ACP 1000 PAN
C C
Status Valid
OK OK
Dec. 31, 2000 Dec. 31, 2000
Vendor declaration
SAP AG 1999
You can manage or display vendor declarations with this function.
You must enter the vendor, purchasing organization and the plant in order to maintain a vendor declaration. The system then lists all materials with valid purchasing info records for the vendor you entered.
© SAP AG
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Vendor Declaration - Data Compression Purchasing info records
Vendor declarations Material Pref.zone ID Status Valid
Vendor Material
3
100-300 100-300
ACP PAN
C C
OK Dec. 31, 2000 OK Dec. 31, 2000
Material master - individual components Commodity code Description
4
Customs tariff preference
Preference determination for the main component (takes all indiv. components into consideration) Material master - main component Commodity code Customs tariff Description preference
SAP AG 1999
Customs tariff preference Pref. zone
Pref.ID
ACP PAN
- --- ---
X
Vendor declaration received C C
Dec. 31, 2000 Dec. 31, 2000
Customs tariff preference Pref. zone
Pref.ID
ACP PAN
C Dec. 31, 2000 B April 3, 2000
X
Vendor declaration received -
-----
This function analyzes the vendor declaration indicator for all components of a material. The system then allocates one vendor declaration indicator to the entire material according to this component analysis.
This function must have been carried out before preference determination can take place, since the compressed indicator is used in determining the preference code. As the vendor declarations are compressed to trade goods, however, the preference code is assigned without preference determination. See Special Case: Trade Goods (below) for more information.
You can select all purchasing info records for a material with this function. The deciding factor for including a particular purchasing info record is its latest vendor ordering activity. The system compares the date of the latest ordering activity with the current date. If the difference (in days) is greater than the given tolerance days (PO tolerance), this info record will not be included in compression.
Special Case: Trade Goods: You can use this function to compress the vendor declaration indicator for a certain material and assign a preference code without running a preference determination. The system uses this preference code directly in sales and distribution documents. Since this function allows a faster determination of the preference code, you can use it when you only need to determine preference codes for a few materials.
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Determination: Top-down Explosion Main component
B1
B1.1
B2
B1.2
B2.1
B2.2
4 B1.1.1
B1.1.2
B1.2.1
B1.2.2
B2.2.1
B2.2.2
Goods originating in your country: In-house production Goods originating in your country: Vendor declaration received Goods originating in another country SAP AG 1999
Preference determination determines the origin of products produced in-house. Using a bill of materials, the system rates all components used to make in-house products as either originating or nonoriginating in your country, depending on their origin. Preference determination can be carried out in individual determination for a certain material or as a collective determination for a group of materials.
The bill of materials is the basis for preference determination. The bill of materials must be exploded. As it is exploded, the program can access all components so that it can carry out preference determination. When you use the bill of material explosion - top-down explosion method, note the following: y The bill of materials is always exploded to multiple levels. y Externally procured components are not exploded further, even if a bill of materials is assigned to them. This especially affects assemblies that can be either produced in-house or externally procured. If a special procurement key is assigned to this component in the material master, the procurement type is determined via this key and the explosion is controlled accordingly. If this material has no special procurement key allocated to it, these components are taken to be externally procured and are not exploded further in spite of the bill of materials. y If one of the components in an assembly has multiple bills of materials, the relevant bill of materials is selected according to the quantity of the component in the assembly and then exploded.
When all bills of materials have been exploded, all bill-of-material items are displayed. If errors occur, processing is terminated and the system issues an informational message.
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Determination: Assemblies
GS-E-1-0 O : 350.NO: 100.-
GS-E-2-1 V/S: 200.O : 100.- AP: 75.NO: 30.- HS: 8521
4
GS-E-6-3 O : 30.NO:
GS- F-5-4 V/S: 20.DI: B HS: 8001
V/S: 50.AP: 0.00 HS: 8471
GS- F-6-4 V/S: 10.DI: B HS: 8003
GS-E-3-1 V/S: 150.O : 100.- AP: 100.NO: 30.- HS: 8517
GS- F-1-1 V/S: 100.DI: A HS: 8541
GS-E-4-2 V/S: 100.O : 50.- AP: 25.NO: 10.- HS: 8473
GS- F-2-2 V/S: 30.DI: A HS: 8501
V/S: 470.AP: 400.HS: 8542
GS-E-5-2 V/S: 100.O : AP: 70.NO: 27.- HS: 8501
GS- F-3-2 V/S: 30.DI: A HS: 8517
GS-E-7-3 V/S: 25.O : AP: 25.NO: 10.- HS: 8471
GS- F-7-4 V/S: 5.DI: A HS: 8201
GS- F-4-3 V/S: 7.DI: A HS: 8503
GS- F-8-4 V/S: 5.DI: A HS: 8204
GS-E-8-3 O : NO:
GS- F-9-4 V/S: 7.DI: A HS: 8214
V/S: 20.AP: HS: 8301
GS- F-10-4 V/S: 8.50 DI: A HS:
SAP AG 1999
As opposed to the top-down explosion method, assembly determination analyzes each assembly separately.
The various assemblies are normally selected and determined according to level number beginning with the ones at the bottom and working up.
If an assembly is positive, the total value of the assembly is carried into the next level. If the assembly is negative, only the negative portion of the assembly is carried into the superordinate level.
Legend for the example: - GS-E-* : Material master number - in-house production - GS-F-*
: Material master number - processed externally
- O
: Origin
- NO
: Non-originating
- V/S
: Material price
- AP
: Accrued price
- DI
: Vendor declaration indicator
- HS
: Harmonized System number
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Pref. Determination in SD Sales Orders/Billing Docs
SD order or billing document Item Determination in pricing
5
Ex Works price
EURO EURO 2010.00 2010.00
EURO EURO 1952.00 1952.00 Preference
Preference indicator
SAP AG 1999
You can use this function to compare the Ex Works price with the preference condition record of condition type PREF.
If the Ex Works price is greater than or equal to the preference price in PREF, the item qualifies for preference. If the Ex Works price is less than the preference price in PREF, the item is not eligible for preference.
The pricing procedure PREF000 is used for preference determination in the standard system.
The graphic above illustrates a situation where an item is relevant for preference, since the Ex Works price (NETWR) is greater than the preference price (PREF).
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Print Movement Certificate
Billing document
EUR 1
ATR
6
Customs invoice text module
---------EUR1 invoice __________________ __________________
Printer
Laser printer
SAP AG 1999
The preference indicator can be used to decide whether a corresponding verification document such as an EUR1 or ATR (goods movements certificate for Turkey) movement certificate is to be printed or if a comment should be made in the commercial invoice.
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Create Vendor Declarations for Customers Selection Customer Material Preference zones Customer billing docs Material
6
1002 M01 to M99 ACP, PAN, ... 1002
Pref.zone Status
M01 M01 M01
ACP PAN ...
M02 M02 M02
ACP PAN ...
M03 ...
ACP ...
Vendor declaration 3 Customer Ave Customertown
Printer
Dear Sir/Madam We hereby declare . . . ...................................... Sincerely SAP AG
Output formats: Can be changed manually
IHK form (Germany only) Materials list MS Word form letter
SAP AG 1999
There are several steps involved in the process of creating customer's vendor declarations:
You can use various criteria to select materials for which you want to create a declaration. You can select materials according to the material's preference information. You can also use the preference indicator in your customer's billing documents for material selection.
The system then returns a list of materials that are marked positive or negative and divided according to preference zone. You can change this status manually.
You can create a vendor declaration for your customer for the materials that appear positive in the list. You can print either a separate document for each material or a list of materials. You can also print the data as an MS Word form letter.
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Preference Determination: Basic Data
Required master data z Bill of materials with tariffed material masters z Purchasing info records
Checklist
z Vendor masters
Customizing
Necessary settings z Preference zones
Checklist
z Procedure z Preference rule/percentages z Assign country/preference zone (SD) SAP AG 1999
Requirements for preference determination:
Your bills of materials kept in stock must contain materials with valid commodity codes.
You need to maintain the following objects: y Define Preference Zones y Define the procedures applicable for your company y Assign Preference Rule / Percentages
In addition, the tariff shift can be set either when you call up the determination program or in Customizing.
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Preference Determination: Summary
z You can define any number of preference zones for
preference determination. z There is no limit to the number of preference rules and
percentage rates or combinations of the two. z The results of preference determination are immediately
available in Materials Management (MM) in the material master and in Sales and Distribution (SD) in the sales order and billing processing. z If comparative calculation in pricing produces a positive
result, the preference indicator is set in the document. z This preference indicator allows you to print a movement
certificate and clearly defines the preference status.
SAP AG 1999
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Exercises Unit: Preference Determination
In this unit, we want to describe the options provided within preference processing: •
Request/Dun vendor declarations
•
Administration of vendor declarations
•
Aggregation at material master level
•
Preference calculation
•
Using the results in sales and distribution processing
To carry out preference processing correctly, you must coordinate with at least three different areas to ensure consistent and precise results: 1. Materials management: Maintain material master and purchase info records 2. Production:Maintain bills of material for production 3. Sales and distribution processing: Use the preference results These points are reflected in the system.
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Exercises - Unit 9 - Preference Determination
8413
Preference determination via bill-ofmaterial explosion
8483
8485
8485
SAP AG 1999
© SAP AG
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1
Basic data – Bill of material First, you want to familiarize yourself with the structure of bill of materials P-402. Display the bill of materials by using the Initial Screen Foreign Trade/Customs to access the Master data section of the Preference Processing cockpit. What is the main component’s commodity code? _____________________
2
Basic data – Control objects/Customizing Your goal is to be able to take valid rules and implement them in the SAP System. Two examples of such rules include rules from the Collection of Rules from the National Financial Administration (Vorschriftensammlung der Bundesfinanzverwaltung) in Germany or from the North American Free Trade Agreement – Annex 401 in the USA. For this exercise, go to the Environment section of the Preference Processing cockpit (which you can reach via the Initial Screen Foreign Trade/Customs). Which core tables does the person responsible need to maintain for preference processing? Purpose of the first object: What preference procedure should you use? _______ ____________________________ Purpose of the second object: What combination of preference rules and percentages do you need? Which rules do you need? _______ ____________________________ Purpose of the third object: Which commodity codes from the main components start the determination process and which preference procedures are affected? _______ ____________________________
© SAP AG
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3
Vendor declaration - request Request all vendor declarations for your French vendor (from unit 2) in simulation mode. These should be printed on a form. For this exercise, go to the Vendor declaration section of the Preference Processing cockpit (which you can reach via the Initial Screen Foreign Trade/Customs). Check the data in the info records and the error log. Which preference zones were selected? ______: _______________ ______: _______________
4
Administration of vendor declarations The EU vendor to whom you sent the vendor declaration request sends you the completed vendor declarations. For this exercise, go to the Administration sub-section of the Vendor declaration section of the Preference Processing cockpit (which you can reach via the Initial Screen Foreign Trade/Customs). Enter this data into the system. - Preference zone ACP: Long-term vendor declaration until the end of the current year -
5
Preference zone PAN: No vendor declarations
Aggregate vendor declarations The law requires that system data be preserved in the system (in case something happens to the original data). Aggregate the long-term vendor-declaration data for some of the sub-components from bill of material P-402 in the simulation mode. For this exercise, go to the Administration sub-section of the Vendor declaration section of the Preference Processing cockpit (which you can reach via the Initial Screen Foreign Trade/Customs).
© SAP AG
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6
Vendor declarations – Material master Compare the main component’s preference data in bill of material P-402 with the preference data of one of the sub-components (such as 100-300).
7
Main component – Vendor declaration indicator
___ __________________
Preference indicator
___ __________________
Sub-component – Vendor declaration indicator
___ __________________
Preference indicator
___ __________________
Calculation – Top-down - Individual calculation Once you have finished the necessary preparations, you can start the preference determination. Run an individual preference determination (top-down method) for bill of material P402. Check the results and the various logs. What effects would the Save and print function have in an update run?
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Effect 01:
____________________
Effect 02:
____________________
Effect 03:
____________________
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8
Using preference in sales and distribution processing Sales and distribution benefits most from preference processing. Which condition type must be set in the price calculation procedure in the sales order and what two price values are compared?
9
Condition type
_____ ______________
Comparison
____________________ < > ____________________
Sales order Check to see how the system sets the preference indicator in the sales order by creating a sales order for a customer in Poland using material P-402. This indicator is used when you print the movement certificate based on the export billing document or the pro forma billing document.
10
Create vendor declarations for customers (optional) Your Polish customer (from exercise 9) requests that your create a vendor declaration for material P-402. Describe how you performed this step.
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Solutions Unit: Preference Determination
1
Basic data – Bill of material Logistics → Sales and Distribution → Foreign Trade/Customs Preference Processing cockpit → Master data section Select Material BOM and choose Display master data. Commodity code for the main component:
2
84137040
Basic data – Control objects/Customizing Logistics → Sales and Distribution → Foreign Trade/Customs Preference Processing cockpit → Environment section Purpose of the first object: What procedure should you use? T604V
Preference determination / Procedure
Purpose of the second object: What combination do you need? Which rules do you need? T604R Preference rule/percentages Purpose of the third object: Which commodity codes from the main components start the determination process and which preference procedures are affected? T604P
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Commodity code and rule per preference zone
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3
Vendor declaration - request Logistics → Sales and Distribution → Foreign Trade/Customs Preference Processing cockpit → Vendor declaration section Vendor → Request → Form Preference zones that were determined by the system:
4
ACP
African, Caribbean and Pacific Countries
PAN
Pan-European Cumulation Zone
Administration of vendor declarations Logistics → Sales and Distribution → Foreign Trade/Customs Preference Processing cockpit → Vendor declaration section → Administration subsection → Maintain
5
Aggregate vendor declarations Logistics → Sales and Distribution → Foreign Trade/Customs Preference Processing cockpit → Vendor declaration section → Administration subsection → Aggregate
6
Vendor declarations – Material master Logistics → Sales and Distribution → Foreign Trade/Customs Preference Processing cockpit → Master data section Select Material master and choose Display master data.
© SAP AG
Main component – Vendor declaration indicator
A
Preference indicator
B and A
Sub-component – Vendor declaration indicator
B and A
SCM640
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7
Calculation – Top-down - Individual calculation Logistics → Sales and Distribution → Foreign Trade/Customs Preference Processing cockpit → Calculation section Top-down sub-section → Individual Effects of the Save and print function:
8
9
Effect 01:
Customs log/Entry in archiving object
Effect 02:
Threshold preference price as condition record
Effect 03:
Preference indicator B in material master of the main component
Using preference in sales and distribution processing Condition type
PREF Preference
Comparison
Threshold preference price Ex Works price
Sales order The preference indicator can be found on the Sales A screen in the SD order or on the Item details view screen in the SD billing document. This indicator is set when the threshold preference price is greater than or equal to the Ex-Works price of the item.
10
Create vendor declarations for customers Logistics → Sales and Distribution → Foreign Trade/Customs Preference Processing cockpit → Vendor declaration section → Customer → Form
© SAP AG
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