Excise Opening Balance Uploading

SAP Best Practices Excise Opening Balance Uploading: BPP

Excise Opening Balance Uploading This Business Process Procedure is also included in Building Block J94. But due to the change of tax settings, we should use this BPP instead of the original one in J94.

RG23A and RG23C Part I Registers updation

UseBefore going live of any project normally you will be uploading initial stocks by using 561 movement in SAP system. In Indian business scenario if the said material is subject to excise duty then we need to update Part 1 register with the stock.

Using this activity, you can update the receipts of into RG23A Part I and RG23C Part I, Registers by select the radio button option.

PrerequisitesInitial stocks must have been uploaded into system by 561movement and for such materials all CIN details (J1ID) like Chapter ID, Material and Chapter ID combination and CENVAT Determination should have been maintained.

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

SAP R/3 menu Country India User Menu → Indirect Taxes → Registers → Excise Tax → Update RG23A/C Issues and RG1

Transaction code J1I5

2. On the Update of Registers RG1 and RG23(Part1) screen, make the following entries:

Field name Description R/O/C User action and values

Comment

Company Code

Company Code R BP01

Plant Plant – for which RG1 Register is being maintained

R BP01

Excise Group Excise Group for which RG1 register is being maintained

R 10

Material Document Number

Material document number O <enter the material document number>

561 Movement Material document number


Document Year

Material document year O Material document year

Posting Date Date of Material document Posted

R Enter the Material Document Posting Date

Movement Type

Movement Type used for posting the materials

O 561

Storage Location

Storage location used for posting the material movements

O

Material Material number to update the RG1 Register

O

Document Date

Document date of the material document

O

Batch Batch number of the materials

O

Stock Type Stock Type declared O

Rule Excise Classification Rule O

Classification Pre-defined Classifications R ROP ReceiptsROP-Receipt from outside under any other provision

RG23/ RG1 RG23 / RG1 updation date R Select the appropriate radio button to update the Register. Please select the document entry date radio button

Date to be considered by the system for updation of Register

Document Entry date

Document posting date

System date

Registers Register to update R Select the RG23A or RG23C radio buttons

Choose any one of

RG23A Part1

RG23C Pat1

For this transaction

Please choose enter and ignore any messages.

3. System will display the ‘Update of Registers RG1 and RG23 (Part1’) screen:

Displays all the line items to meet the selection criteria to update the Register.


4. Select the line items which needs to be updated to Register by selecting the check box at the beginning of the each line item

5. Simulate the selection by using the Simulate function or use Shift+F10 to simulate the selection

6. System will display the selection Green or Red Traffic lights. The line items which can be updated will be displayed with Green Traffic Lights and the line items which can not be updated will be displayed with Red Traffic Lights.

7. After selecting the right documents select the line item and choose the Register Entry button to update the Register or use Ctrl+Shit+F11 to make register entry.

Please perform step 7 only once, because if you perform two or three times, the system will generate two or three times in register which may not required.

8. To see the changes you need to extract the respective register by transaction code J2I5 and print utility program by transaction code J2I6 as per the BPP mentioned above.

RG23A Part II and PLA Registers updation

UseBefore going live of any project normally you will be uploading initial balances by using FI transactions in SAP system. By the time client go-live there might be some opening balance in RG23A Part II and PLA registers.

Using this activity, you can update the receipts of into RG23A Part II and PLA Registers by select the respective register button option.

This transaction involves Direct Table Entries so, please be careful when you are doing

this transaction. You have to do this activity before Extracting (J2I5) transaction i.e. there should not be any entries in J_2IACCBAL table. If they are exists you can delete them and make the following transaction and then Extract (J2I5) again.

Please do note that this is purely manual transaction system does not have any control or

validations in this i.e. system will cross check with any other entry.

PrerequisitesAll CIN customization must have completed.


SAP R/3 menu Tools → ABAP Workbench → Development → ABAP Dictionary

Transaction code SE11


2. On the ABAP Directory: Initial Screen, make the following entries.

3. Choose J_2IACCBAL against Database Table filed and choose Display (F7) icon to enter into table.

4. On Dictionary: Display Table screen, choose Utilities → Table contents → Create Entries from Menu bar and make the following entries:


Comment

MANDT Client O Leave it blank Grayed out by system, sys will give client number.

EXGRP Excise Group O 10 Choose appropriate excise group

REGISTER Data element for Register n

O RG23ABED for RG23A BED register

You can choose the appropriate register listed at the bottom.

DATUM Date O <Enter month end date>

30.04.2004

For example if you are going live from 01.01.2004, then you must enter the last day of previous month i.e. 31.12. 2003. When you extract register the date range should be from 01.01.2004 to 31.01.2004.

WERKS Plant O Leave it blank

OP BAL Basic duty (OP BAL) O Leave it blank

CL BAL Basic duty (CL BAL) O 9999.99

for example INR

Enter the closing balance as on 31.12.2003

EXAMT Basic duty (EXAMT) O Leave it blank

EXIND Extract Indicator O Leave it blank

USNAM User name O Enter you user ID

CPUDT Entry Date O Entry date

31.12.2003

Date on which you are making entry

CPUTM Entry time O Enter time

The following are Data elements for Registers:

RG23ABED, RG23ASED, RG23AAED, RG23CBED, RG23CSED, RG23CAED, PLABED, PLASED, PLAAED, PLACESS.

5. After making table entries save the entries by choosing Save icon or Ctrl + S.


Please do remember that this is only a direct table entry of opening balance, system does not check the actual FI entries. You need to make an appropriate FI entry to suitable to above transaction. An example is give below for your reference:

You can use F-02 transaction code to pass the following FI entry:

RG23A Part II Account DR

To Initial balances clearing a/c

Or

PLA BED Account DR


You can choose any appropriate accounting entry which is suitable to client.

6. After making table entry if you want to see you can extract register by using J2I5 transaction code (as explained 1.2.1 and 1.2.2). But you need to remember the extraction date should be 01.01.2004 to 31.01.2004 as you have given closing balance as on 31.12.2003.

7. Extraction is possible only if there are some transactions (actual incoming excise invoices). That is to say you can extract register only after your first actual CIN transaction in system (other than opening balance).

The same process can be followed for PLA register also.

Result

Table entry for RG23A Part II is made.

RG23C Part II

UseTo upload the opening balance in RG23C Part II.

This transaction involves Direct Table Entries so, please be careful when you are doing this

transaction. You have to do this activity before Extracting (J2I5) transaction i.e. there should not be any entries in J_2IACCBAL table, except the balances of RG23A Part II and PLA balance as mentioned above. If they are exists you can delete them and make the following transaction and then Extract (J2I5) again.

Please do note that this is purely manual transaction system does not have any control or

validations in this i.e. system will cross check with any other entry.


The RG23C is for CENVAT credit on capital goods. Hence in this step you upload only the balance in the RG23C Part II. The RG23C balance on hold will not be uploaded in the table. The balance will remain in the FI books as a balance in a GL account. When this credit for the ‘On hold’ balance is due, it will be transferred to RG23C Part II using Excise JV (transaction code J1IH).

PrerequisitesAll CIN customization must have completed.


SAP R/3 menu Tools → ABAP Workbench → Development → ABAP Dictionary

Transaction code SE11

2. On the ABAP Directory: Initial Screen, make the following entries.

3. Choose J_2IACCBAL against Database Table filed and choose Display (F7) icon to enter into table.

4. On Dictionary: Display Table screen, choose Utilities → Table contents → Create Entries from Menu bar and make the following entries:


Comment

MANDT Client O Leave it blank Grayed out by system, sys will give client number.

EXGRP Excise Group O 10 Choose appropriate excise group

REGISTER Data element for Register n

O RG23CBED for RG23C BED register

You can choose the appropriate register listed at the bottom.

DATUM Date O <Enter month end date>

30.04.2004

For example if you are going live from 01.01.2004, then you must enter the last day of previous month i.e. 31.12. 2003. When you extract register the date range should be from 01.01.2004 to 31.01.2004.

WERKS Plant O Leave it blank

OP BAL Basic duty (OP BAL) O Leave it blank

CL BAL Basic duty (CL BAL) O 9999.99

for example INR

Enter the closing balance as on 31.12.2003

EXAMT Basic duty (EXAMT) O Leave it blank

EXIND Extract Indicator O Leave it blank


USNAM User name O Enter you user ID

CPUDT Entry Date O Entry date

31.12.2003

Date on which you are making entry

CPUTM Entry time O Enter time

The following are Data elements for Registers is available for RG23C Part II.

RG23CBED, RG23CSED, RG23CAED.

5. After making table entries save the entries by choosing Save icon or Ctrl + S.

Please do remember that this is only a direct table entry of opening balance, system does not check the actual FI entries. You need to make an appropriate FI entry to suitable to above transaction. An example is give below for your reference:

You can use F-02 transaction code to pass the following FI entry:

RG23C Part II Account DR


You can choose any appropriate accounting entry which is suitable to client.

6. After making table entry if you want to see you can extract register by using J2I5 transaction code (as explained 1.2.1 and 1.2.2). But you need to remember the extraction date should be 01.01.2004 to 31.01.2004 as you have given closing balance as on 31.12.2003.

7. Extraction is possible only if there are some transactions (actual incoming excise invoices). That is to say you can extract register only after your first actual CIN transaction in system (other than opening balance).

The same process can be followed for PLA register also.

Result

Table entry for RG23C Part II is made.

RG23C On Hold

Use

When capital purchases are made which are eligible for CENVAT, RG23C(Part II) will be credited with only 50% of the CENVAT. The balance 50% will be CENVAT on Hold.


The CENVAT on hold opening balance is not to be uploaded into Excise Register. It will remain as a balance in GL A/c for CENVAT on hold (Account No. 24930000 in chart of Accounts CAIN).

In the new year when the credit for the CENVAT on hold is due the credit is taken using excise JV. The procedure for this is as follows, assuming CENVAT on Hold credit to be taken into RG23C (BED) is to be taken for Rs. 100.00


SAP R/3 Menu Indirect Taxes → Excise JV → Create

Transaction code J1IH

2. On the Excise JV – Main Menu screen choose Additional Excise.

3. On the Create Excise JV – Initial Screen (Diff Excise Posting) screen make the following entries:

Field name Description User action and values

Comment

Document Number A Enter any dummy entry

Document year Current year Example 2004

Company Code BP01

Plant BP01

Excise group 10

Sub-transaction OH

Modvat Account Selection

RG23C

4. Choose Enter to continue.

5. On the Create Excise JV – Details wrt to exc inv A 2004 for diff exc post Screen make the following entries:

Field name Description User action and values

Comment

Document Date Today’s date

Posting date Date on which to Post

BED Amount 200.00 Enter twice the amount of credit to be taken

6. Choose Determine GL accounts.

System determines the GL accounts automatically in the dialog box Excise JV – G/L Account Determination. No changes to be made. Choose Enter.

7. Choose Save or Crtl+S.


Result

System issues a message successfully created with reference of the documents created. Following Accounting entry is pass

Itm PK AccountAccount short text Assignment Tax code Amount

1 50 24930000 CENVAT hold V0 -200

2 40 24930000 CENVAT hold V0 100

3 40 24850000 CENVAT CapBED 20040603 V0 100

RG23C (Part II) is credited for Rs. 100.00

Documents

Excise Opening Balance Uploading