Requisition & Procurement in CSI

Published by CEPT F & A Team , Mysore [[email protected]]01/04/2020 Page 1

Requisition & Procurement in CSI

Contents

1. Introduction

2. Definitions

3. Procedure for petty purchases out of Procurement & Inventory module

4. Pre requisites for procurement through Procurement Module

5. Basic Process flow and accounting procedure for Goods procurement

6. Basic Process flow and accounting procedure for Service procurement

7. Information regarding Purchase groups, Procurement Requisition & Order Types, Release strategy

8. Procurement related Steps & process flow for Purchases of Goods without Contract creation/Tender

9. Procurement related Steps & process flow for Purchases of goods with Contract creation (Excluding

Tender)

10. Procurement related Steps & process flow for Admin units- CO/RO/DO, etc. where Tender is mandatory

11. Procurement through GeM Portal

12. Procurement of Services (Hiring /Rental of Buildings & vehicles, Security, Training, etc.)

13. Procurement of Services where Tender is mandatory

14. Procurement of Asset

15. Procurement at HOs & Transfer to other sub units

16. Purchases made at Sub divisional Office & SO

17. Important T codes & Reports

18. GL (HOA) – 10 digit SAP GL codes related to Procurement

19. FAQs & Miscellaneous


1. Introduction

Units under India Post procures or obtain consumable, non-consumable supplies and services for official usage

and sales through counter. From Directorate to CO/RO/DO/HO purchase are being carried out at almost every

Administrative unit & HOs, hence Procurement module is an important module more specifically for Administrative &

Sanctioning units as it encompasses all the activities from beginning from raising requisition (indent) to receive,

account & Supply the goods or services purchased ;ending with depreciation.

Procurement module of CSI comes under Material Management sub domain of SAP – FICO & is integrated with F &

A (Accounts), Asset accounting, Budget & Inventory module. Procurement of Goods like Stamps, Ancillaries &

Ecom products which include sales of commodities involves Sales & Distribution, Portal and PoS Modules apart from

above mentioned modules.

Present approach to be followed– Any items for which Inventory need to be maintained and also issuance to

other units, invariably user has to make use of procurement Module which accommodates Requisition,

Goods Receipt, Invoice verification, payment, stock maintenance and transfer to other units.

Any items for which inventory maintenance and also stock transfer is not required, purchase up to

predefined amount may use t-codes F-02/F-04. However manual simple stock maintenance is required

wherever applicable.

Hence, it may be summated as follows -

a) Petty purchase for consumption/office usage & amounting up to Rs.5000, where inventory is not required to

be maintained – F-02 Posting.

b) Purchase above Rs. 5000 up to 15000, F-90 for Asset procurement.[Asset Procurement is being explained

separately]

c) Procurement of all other Goods /Services – To be done through Procurement module


2. Definitions

A) Procurement

Procurement is the process by which an organization/office buys and receive the products or services it needs from

other organization /Offices.

Procurement is majorly for

1. Goods (Consumable & Sale)

2. Services

3. Asset (Movable & immovable)

1. Goods Procurement may be for further divided based on purpose

a) For Sale - This would encompass goods requirements that may be for Sale through Post Offices or

Ecommerce Portal. Example -Stamps, Postal Stationary, IPOs, e Commerce items, etc.

b) For Operations & Usage at various Units – This encompass all the goods or materials which we require at

various units for business & functioning. Example –Forms & Stationary, Furniture, equipment, Licensed software for

offices, consumables etc.

2. Service Procurement would involve getting Housekeeping, Security, Training, Maintenance, AMC, Logistics &

transportation etc. services from Outsourcing agencies / vendors. Hiring of PO buildings comes under Rental

Services.

3.Assets can be classified as

a) Movable Assets – Equipment/IT assets viz. Computer/Printer ,etc./Furniture /Vehicles,etc.

b) Immovable Assets – Buildings/Lands

B) Purchase Requisition (PR)

Official request in SAP to procure & utilize any good or services for own usage/sale (Example- Stamps).

C) Purchase Order (PO)

Document created in SAP for purchase of goods/services.


c) Procedure for petty purchases out of Procurement & Inventory module

Enter T-code –F-02 / F-04. Direct Posting / Liability creation & thereafter payment

Post the entries – Vendor account if purchase is from registered Vendor / One time Vendor Account

*F-02 Postings are already known to all units, hence not explained again.

Accounting entries to registered vendor would reflect as follows -

* Note - Here example of Purchase of bouquet on Women’s day celebration has been taken hence OE head –

Gender is charged. Correct head/ GL should be entered while posting based on Purchase made.


4. Prerequisites for Procurement in CSI

4.1 Plant & Storage location Master

4.2 Material Master

4.3 Vendor Master

4.4 Asset Master

4.1 Plant & Storage location –

1.1 All Circle Offices, RO, CSD, PSD, PAO, Divisions, HOs are being considered Plants.

1.2 Sub divisions are mapped as storage locations under their Division Plant code

1.3 SOs & BOs are storage location under their respective HO Plant code.

Any unit which is raising a requisition or receiving should be available in master records.

4.2 Material Master –

Goods are known as Materials and are being identified with a unique code in System. Basic stock of general office

usage, equipment & Philately materials are already maintained in system. For New / Unavailable items, material

code needs to be created. Presently being done centrally at CEPT Mysore. Post creation same can be extended to

any other plants.

4.3 Vendor Master –

Goods /Services are procured from Vendor, who may be –

1. Government Vendors (e.g. ISP Nasik)

2. State Vendors (State Treasury for Revenue stamps)

3. Goods Supplier

4. Service Vendors

5. One time vendors

6. Franking Vendors, etc.

4.4 Asset Master- For Procurement of an asset, asset is itself identified with a unique asset code.

D) Procedure to extend Material code- Refer Annexure A

E) Vendor Code Creation procedure – Refer Annexure B

F) Asset code Creation procedure – Refer Annexure C


5. Basic process flow & Accounting procedure for Goods Procurement

through Procurement module

a. Process flow

Procurement can be done in three ways depending on DoP Financial rules & requirement , this means that though

the four major steps would remain same which are part of all sorts of procurement through Requisition &

procurement module; few more steps get added when Tender process /Creation of contract is involved -

5.1 Direct creation of Purchase order (E.g. Procurement of Stamps/ Ancillaries / IPOs, etc. from ISP

Nasik /SPP Hyderabad)

5.2 Procurement where Contract is to be created but no Tender required (For e.g. Recurring supplies from

registered vendor etc.)


5.3 Procurement where Tender is to be invited & contract is to be created (For EMD collections the data

need to be synced with POS )

This can be done in two ways

a) Creation of Purchase requisition first , getting it approved , then entering details with respect to Tender &

thereafter entering details of tender in purchase requisition

b) Creating tender details first, then creating Purchase requisition with already available Tender details.


5.4 Accounting Entries during procurement:: 5.4.1 Purchase of goods

Office Scenario Doc Debit/ GL Description G/L- 10 digit SAP

Type Credit

Pro

curin

g U

nit

Purchase Requisition No accounting entries

Tender Upload No accounting entries

Contract No accounting entries

Purchase Order No accounting entries

Goods Receipt WE Debit Inventory/Stock GL based on procurement

E.g.4500010001/4500010002/4500010003/4500010004/4500010005

Credit GR/IR Clearing 4500010000

Invoice Verification RE Debit GR/IR Clearing 4500010000

Credit Vendor Account Vendor Account (mapped with Recon GL)

Vendor Payment KZ Debit Vendor Account Vendor Account (mapped with Recon GL)

Credit Drawing from Bank Clearing/DoP Cash

* On creation of WE, RE, WL, WA SAP MM related documents accounting documents are posted by

system itself.

5.4.2 Transfer of goods

Office Scenario Doc Type

Debit/Credit

GL Description G/L- 10 digit SAP

Transfer to other plant

WA Debit Inventory/Stock GL based on procurement

Same GL but PC would change Dr- Sending office

credit Inventory/Stock GL based on procurement

Cr- Receiving Office

5.4.3 Sale of goods

Office Scenario Doc Type

Debit/Credit

GL Description G/L- 10 digit SAP

Sal

e U

nit

I. Sale at Counter (For Stock /Goods )

WL Debit Inventory/Stock GL based on procurement

E.g.4500010001/4500010002/4500010003/4500010004/4500010005

Credit Cost of Goods Sold GL E.g.3900200000/3900200001/ 3900200002/3900200003/3900200004/3900200005

II. Sale at DZ Debit POS Cash 4867100011


Counter (For Billing)

Credit One time customer 4200000005

RV Debit One time customer 4200000005

Credit Sale of Def./Comm/Ancillaries/my Stamp/CRF/Service stamp GL

1101100100/1101160300/1800370200/1101200100/1105010000/1101110100

*Sale of Revenue stamp/IPO

RV Debit One time Customer 4200000005

Credit Postal Advance Misc/Postal deposit

8855300430

Credit Commission for revenue stamp /IPO commission

1200120000

6 Basic process flow for Service Procurement

Basic procedure & steps remain similar in Goods & Services procurement, apart from following two major difference

–

1. Service Entry Sheet is to be created for Services using T code ML81N

2. No Code is required to procure service (like Material code in procurement of Goods), only entering Short text

in PR & Purchase Order is sufficient.

6.1 Procedure where Tender is not invited (Example- Hiring of PO building)

6.2 Steps to be followed where Tender is invited to procure any service (Example- Civil

/Electrical/Security/housekeeping/AMC / Canteen/MMS, etc.)


6.3 Accounting entries during Service Procurement

Office Scenario Doc Debit/ GL Description G/L- 10 digit SAP

Type Credit

Ser

vice

Pro

curin

g U

nit

Purchase Requisition No accounting entries

Tender Upload No accounting entries

Contract No accounting entries

Service Pur. Order No accounting entries

Service Entry sheet WE Debit Service GL based on Service availed

Eg .Rental Services Hiring of PO -3020641400

Credit GR/IR Clearing 4500010000

Invoice Verification RE Debit GR/IR Clearing 4500010000

Credit Vendor Account Vendor Account (mapped with Recon GL)

Service Vendor Payment

KZ Debit Vendor Account Vendor Account (mapped with Recon GL)

Credit Drawing from Bank Clearing/DoP Cash


7. Information regarding Purchase groups, requisition & Order Types, Release

strategy

7.1 Purchase Groups - Following Purchase groups are available in system at present.

While raising a Purchase requisition/ Purchase Orders, correct Purchase group & its corresponding Plant is to be

selected. For example, if Purchase order is raised by CSD, Purchase group would be 102 & Plant code of CSD (e.g.

A0C1).

7.2 Purchase Requisition/ Order document types – Following PR/PO Document types can be created

Purchase Requisition Types

PO


For GeM Purchase orders select ZGEM.

7.3 Release Strategy – Release strategy is nothing but approval workflow and is similar to file movements in

manual scenario. OA creates a PR/PO & same is to be released (approved) by next level/levels. The flow is office

type specific & based on Financial & delegation powers. Release strategy & release codes available in system at

present are available in Annexure D for reference.

8 Procurement related Steps & process flow for Purchases of Goods without

Contract creation/Tender

Example 1: CSD’s & HOs’ Procurement of Definitive and Commemorative Stamps, Stationary from Indian

Security Press, Nasik /Security Printing Press, Hyderabad

As CSDs & HOs receive Definitive stamps (PPS)/CPS/Service Stamps & Postal Stationary only from two locations-

ISP Nasik & SPP Hyderabad and these two are Government Security vendors, they need not raise Purchase

requisition/upload tender /create contract for any amount. Directly, Purchase order need to be raised to either of one

vendor (300000012- ISP Nasik /3000000006- SPP Hyderabad) based on requirements. [Payment to ISP/SPP is

exercised at present centrally by Philately Division, Directorate for Bulk order on behalf of all offices. However,

Payment part is included in steps to complete the cycle] In case of local purchases, payment would be made to the

vendor using F-58/F-02.

8.1 Create Purchase Order

1. Log in CSI , Enter T-code- me21n

2. Select Order Type – ZDPS ( Definitive & Postal Stationary)/ZCOM – For commemorative

3. Purchase Organization & Company Code – DOPI

4. Purchase Group – 102 (CSD) /146 (HO)

5. Enter Validity start date & end date. Start date can be date of creation of Purchase order and validity end

date can be two months advance.


6. Enter Material code , Price of stamp would appear on its own (this is cost price of stamp)

7. Enter quantity required & Plant code of your CSD.

8. Tax code – V0

9. First check & then save the document

Document number would be generated.

8.2. Release of Purchase Order –

Purchase order placed would be Approved / Release by Approver.

1. Log in

2. Enter T code – ME29N

3. Click on the Release option & Save/Post.

T-code to take print out of Purchase Order ME9F

Enter document no. & select correct document type based on Purchase order & execute (F8)

8.3 Goods Receipt

On receipt, receive the goods in system with reference to Purchase order created.


1. T- Code- MIGO

2. Select A01- Goods Receipt

3. Mvt Type – 101

4. Delivery note – Enter Invoice no. , Header Text – Enter remark (No to be left blank).

5. Check & Post.

6. Material document no. would be created.

8.4 Invoice Verification

Post receipt of goods, invoice of vendor need to be verified. This step is important as it will facilitate Payment to

vendor through CSI system & correct Posting of Accounting entries.

1. Enter T code – MIRO

2. Enter invoice date & Amount to be paid.

3. In PO reference enter Purchase Order no.

4. Click on Booking OK box & Post.


8.5. Payment to Vendor – F-02 Cash / F-58 Cheque, For Philately & PSD materials, Payment would be done

centrally, hence no other unit apart from designated should do vendor payment.

Example 2: Purchase of 1000 Pens from local vendor by Divisional Office, 600 for DO & 100 for each of 4

Subdivision Sub division Office

[We are assuming material code for Pen & Vendor code is already available, else refer Annexure A & B for

Extension of Material code & creation of Vendor code]

A. Create Purchase Order

1. T- Code – Me21n

2. Document Type – ZDOM – Local Purchase

3. Purchase Group – 121 (Divisional Office)

4. Enter Net Price per piece

5. Plant – Division Plant code, Storage Loc. – GS01

Enter Tax code, if applicable for purchase. For. E.g. in above case for Pens, applicable GST is 12% (CGST-6%,

SGST-6%). Hence, the accounting entries would be for 10000+1200= Rs 11200.

Check & Post the Purchase Order.

B. Release the Purchase order

T-code – ME29N


C. Goods Receipt

1. T- Code – MIGO

2. A01 – Goods Receipt

3. Enter Purchase Order no. Details would appear on entering

4. Mention Delivery Bill no. & Header Text for reference.

5. Click on Item OK

6. Check & Post.

D. Invoice Verification

1. T-code – MIRO

2. Enter Vendor Invoice no. in reference & date

3. Enter Purchase Order no.in PO reference and enter, details would appear

4. Check calculate Tax & Select Tax code, Tax amount would appear on its own

5. Enter amount Net Price + tax amount


E. Payment to Vendor –

T-code –F-58 /F-04

F. Transfer inventory to Sub Division office (Or any other unit)-

1. T- Code – MIGO

2. Transfer Posting under same Plant storage location – Mvt.- 313

3. Enter , details

4. Select the items & quantities to be sent , Click on Item OK

5. Enter storage location & Post.


6. Storage location office has to complete Place in storage action.

Check MB52 report for available stock & MB5T for stock in transit.

9. Procurement related process flow with contract creation (Excluding Tender)

9.1 Create Purchase Requisition

1. Enter T – code – ME51N

2. Select Document Type

3. Enter the required details, check & Post (Save).

4. Purchase requisition document no. would be created.

9.2 Release Purchase requisition

Purchase requisition workflow would trigger & Requisition would go to approving authority for release of document.

Release strategy (Approval workflow for various units) are mentioned in annexure D. If various levels are there all

the concerned are required to release the request, it is similar to file movement in office and release strategy can be

configured and modified office specific.


9.3 Create Contract

1. T- Code ME31K

2. Enter Validity date & further details –

3. Contract no. would be generated.

9.4 Assign Contract to PR

T-Code: ME57

1. Enter PR number and execute.

2. Select the appropriate contract and click Assign Automatically and save.

9.5 Create Purchase order

1. Enter T code – Me21n

2. Document – ZDOM for Local purchases (Choose document type based on requirement)

3. Select Purchase requisition as variant as Adopt (Contract can also be selected as Variant)

4. Enter Outline agreement no. in Purchase order is Contract no.


5. Select the Tax code based on material

6. Enter the desired details & save purchase order

9.6 Goods Receipt

On receipt, receive the goods in system with reference to Purchase order created. If partial consignment is

received, do Goods receipt for that quantity only. Accounting entries & payment would be done for that. Later, when

further consignment is receive, do Goods receipt once again.

7. T- Code- MIGO


9. Mvt Type – 101, Enter material received and quantity.


11. Check & Post.




vendor through CSI system & correct Posting of Accounting entries. Verify the invoice for received goods only.

9.8 Payment to Vendor - F-58

10. Procurement related process flow & accounting where Tender & EMD

collection is involved


Steps can be followed in either ways – PR can be created & thereafter Tender details can be added or First

Tender details can be added & same can be fed while creating PR

10.1 Creation of Tender

Basic Procedure related to tender is out of SAP system, here we create the details for linking with Purchase &

contract and collection of EMD at POS end if required).

1. Go to T-code ZMM_TEND1 & Enter the details:

2. Execute

10.2 Tender sync with POS


1. Go to T-code ZMM_TEND4

2. Fill the following details: Circle ID and Tender ID

3. Execute

10.3 Post Syncing of data EMD can be collected at Post offices at POS counter –



1. Enter T – code

2. ME51N

3. Select Document Type

4. Enter the required details, check & Post (Save).

5. Enter Tender details in Purchase requisition –

Click Estimate Details tab

6. As required, fill the following fields:

Estimate Number, Estimated Value, Tender Number, Tender Value


7. Purchase requisition document no. would be created.

Release of Purchase requisition – Purchase requisition is to be released (approved) by next level based on release

strategy of the concerned unit.

10.5 Create Contract

1. T- Code ME31K

2. Enter Validity date & further details –

3. Contract no. would be generated.


4. Assign Contract to PR

T-Code: ME57

3. Enter PR number and execute.

4. Select the appropriate contract and click Assign Automatically and save.

10.6 Create Purchase order

1. Enter T code – Me21n

2. Document – ZDOM

3. Click on Document Overview select Purchase requisition as variant as Adopt (Contract can also be selected as

Variant)

4. Outline agreement no. in Purchase order is Contract no.

5.. Select the Tax code based on material

6. Enter the desired details & save purchase order, details can be adopted from PR & in agreement no. one can see

contract n.


10.7 Goods Receipt

On receipt, receive the goods in system with reference to Purchase order created. But mention the quantity

which is actually received

13. T- Code- MIGO


15. Mvt Type – 101


17. Check & Post.




vendor through CSI system & correct Posting of Accounting entries.

11 Enter T code – MIRO

12 Enter invoice date & Amount to be paid.

13 In PO reference enter Purchase Order no.

14 Click on Booking OK box & Post.

10.9 Payment to Vendor as mentioned above by F-58


11. Procurement through GeM Portal

Procurement through GeM portal involves fewer steps as requisition &approval has already been exercised by

concerned unit over Portal. However, Steps from Purchase order creation would be followed in SAP. The reason for

raising PO & accepting receipt is to maintain inventory, record history of purchase & exercising Payment to vendor

through CSI system. Hence, it may not be considered duplication of similar activity carried out already on GeM.

1. T- Code – ME21N

2. Document Type – ZGEM

3. Enter Material code, Quantity

4. Check & Post

3. Goods receipt Note - There is no requirement of releasing the Purchase Order, office may directly go

to Goods Receipt

4. Invoice Verification – MIRO

5. Payment to Vendor


12. Procurement of Rental Services – Hiring of buildings

12.1 Create Contract

T- Code – ME31K

[Landlord vendor has to be created under Vendor category –ZLND]

12.2 Choose the correct details –

1. Item category – Service

2. Material group – 201

3. Nothing to be added under Material

4. In Short text enter – Rent payment

5. Enter total no. of months

6. UoM – Month

7. Gross Price – rent of one month

8. Enter GL account for Rent as 3020641400 and cost center (profit no of office) & Save . Value Contract

would be created.



1. Document Type – YSER PO_Othr

2. Vendor – Landlord vendor no.

Enter Validity Start & End date

Click on Services Tab . Enter or adopt from contract, Check & Post Service order would be created. 11.3 Create Service entry Sheet – T – code ML81N


Select Service reference & enter quantity as 1.

Accept & Post, acceptance document would be generated.


Accounting entries would appear only after Service entry sheet

12.3 Verification of Rent Invoice for Payment 1. T- code – MIRO 2 .Enter details as mentioned in above scenarios

3. Accounting entry –


11.5 Payment to Landlord – F-04 (Cash) /F-58 (Cheque).

Accounting entries after payment-

13. Procurement of services where Tender is required

13.1 Create tender details

13.2 Enter Tender details

T code – ZMM_TEND1


13.3 Sync Tender details with POS (if required for EMD &Tender Fee collection)

ZMM_TEND4


14. In Estimate & Tender details enter tender details

15. Create Contract

T code – ME31K


T-code ME21N

Adopt details from Contract

Click on Services, Check & Post.


Service PO would be created

12.6 Release Service PO

12.7 Create Service Sheet

T-code – ML81N


12.8 Invoice Verification – MIRO (Steps as already mentioned in above scenarios)

12.9 Payment to Vendor – F-58


13. Asset Procurement

Asset Procurement can be done for asset valuing below 15000 through F-90 by direct posting into required

GL & more than value 15000 through purchase order type ZCAP. However, Prerequisite is creation of Asset

code. While raising purchase order material code is to be entered under account assignment category

“Asset” & Asset code has to be entered.

13.1 Asset Procurement through F-90 (This is to create liability & exercising payment thereafter)

1. Enter T-code- F-90

2. Accounting entries -


13.2 Asset Procurement through ZCAP (Procurement process)

Create Purchase Requisition, Tender details & Contract procedure is similar to any other Procurement.

1. Enter Asset code (Asset code creation is mention in Annexure C) while creating Purchase Order

3. Purchase order Print out can be taken


4. Asset Receipt – T-code MIGO

5. Invoice Verification -MIRO

6. Payment to Vendor

14. Procurement related Process flow & accounting for Head Post Offices

Head Post Offices are created as independent Plants, Budget would be allocated under various heads to Head Post

Offices and procurement can be carried through the allotted funds. Head Post Offices need to raise Purchase Order

to following units for their & under SOs for day to day functioning –

1. Stamps & IPOs – To CSD

2. Stationary, Covers & Bags – To PSD

3. Stationary – Local Purchases

4. Office Furniture ,Stationary & OE – Local Vendors

Payment is not to be made for procurement through CSD, PSD & other higher admin offices. However, for local

purchases and external vendors, HO is required to carry out the payment part as well. Local Vendor need to be

created in System.

The procurement cycle would be

1. Create Purchase order (ME21N), Purchase group- 146

2. Goods Receipt (MIGO)

3. Invoice Verification (MIRO)

4. Payment (F-58)


5. Transfer to POs/other Plants (GI/Transfer Postings), Transfers would be on daily basis for some or the other

procurement. Hence, correct movement type should be selected while transferring and Transit report – MB5T along

with Stock report need to be checked regularly.

Stock appearing in transit is to be cleared as soon as possible.

16. Procurement at Sub divisional Office & SO

Sub divisional Offices & SOs are provided with FSC amount to manage the local purchases, rest of requirements are

required to be raised to Divisional Office / Head Post Office respectively, request would be collated with higher office

requests.

17. Procurement & Material management related T- Codes

16.1 Important T-codes

Sl.no. T-Code Description

1 ZMAT_EXT Extension of existing material to Plant

2 MM02 Change_ Material details

3 MM03 Display_material details

4 MIGO Inventory movement (Goods receipt, issue, transfer, etc.)

5 MIRO Invoice verification

6 ME21N Creation of Purchase Order

7 ME51N Creation of Purchase Requisition

4 ME31K Creation of Contract

9 ZMM_TEND1 Upload Tender

10 MB51 Stock Report Materials

11 MB52 Stock Report _Plant

12 XK01 Create Vendor

13 XK02/03 Change/Display Vendor

14 AS01 Create Asset

15 AS02/03 Change/Display Asset

16 MB5T Inventory Transit

17 MB5B Date based stock

18 ME29N Release Purchase order

19 ME54N Release Requisition

20 ZRM05 To run forecast report


16.2 Reports

1. MMBE/MB52 – To check stock of any Stamp/ Stationary at CSD

2. MB5T- To display stock in Transit.

3. ZRM05 – To run forecast report for Definitive stamps & Pst. stationary

4. MB51- To check movements of any materials

5. IQ09- To check IPOs serial numbers

16.3 T codes to take print out for various activities –

1. ME9F- To Take print out of Purchase Order & sending to ISP /SPP

2. MB90- Output Type – WA01 - To take print out of Goods receipt

3. MB90- Output Type –WA03- To take print out of Goods Issue to HOs.

17 HOA & GL

G/L Acct 15 Digit Code Short Text Long Text

4500010000 #N/A GR/IR clrng GR/IR clrng

4500010001 320108101060150 Commem Stamps Inv Commemorative Stamps Inv

4500010002 320108101010150 Definitive Stamps Definitive Stamps Inventory

4500010003 320108101010150 Stationarty & othInv Stationarty & other Inv

4500010004 320108101010150 CRF Inventory CRF Inventory

4500010005 320108101010150 Revenue Stamp Invent Revenue Stamp Inventory

4500010006 320108101010150 Service Stamp Invent Service Stamp Inventory

4500010007 320108101060250 COMM_PS Press stamps COMM_Private Security Press stamps Inv

4500010008 #N/A COMM - Bom Material Commemorative Bom Material stamps Inv A/c

4500010201 320108101040250 Other Sales Material Other Sales Material

4500010202 320108101010150 KVP Inventory KVP Inventory

4500010203 320108101010150 NIX Inventory NIX Inventory

4500010204 320108101010150 FPO Inventory FPO Inventory

4500010205 320108101010150 NSC Inventory NSC Inventory

4500010206 320108102030150 Others Inventory Others Inventory

4500010207 #N/A Retail Post – Invent Retail Post - Inventory A/C

4500010208 #N/A LPC article - Invent LPC article - Inventory A/C

4500010401 320102101010121 S&M-GEN. STORES AND S&M-GEN. STORES AND ARTICLES EPO

4500010402 320102101010121 S&M Forms & Publicat S&M Forms & Publication-EPO

4500010403 320102101010121 S&M-Uniform-EPO S&M-Uniform-EPO

4500010404 320102101010121 S&M-Stationary-EPO S&M-Stationary-EPO

4500010405 320102101010121 S&M-Stamp & Seal-EPO S&M-Stamp & Seal-EPO

4500010406 320102101010121 S&M-Comp Stationary- S&M-Comp Stationary-EPO

4500010407 320102101010121 S&M-Furniture-EPO S&M-Furniture-EPO

4500010501 320101101060121 S&M-GEN. STORES AND S&M-GEN. STORES AND ARTICLES-PSD

4500010502 320101101060121 S&M Forms & Publicat S&M Forms & Publication-PSD

4500010503 320101101060121 S&M-Uniform-PSD S&M-Uniform-PSD


4500010504 320101101060121 S&M-Stationary-PSD S&M-Stationary-PSD

4500010505 320101101060121 S&M-Stamp & Seal-PSD S&M-Stamp & Seal-PSD

4500010506 320101101060121 S&M-Comp Stationary- S&M-Comp Stationary-PSD

4500010507 320101101060121 S&M-Furniture-PSD S&M-Furniture-PSD

4500010601 320101101070121 S&M-GEN. STORES AND S&M-GEN. STORES AND ARTICLES-CSD

4500010602 320101101070121 Forms & Publication- Forms & Publication-CSD

4500010603 320101101070121 S&M-Uniform-CSD S&M-Uniform-CSD

4500010604 320101101070121 S&M-Stationary-CSD S&M-Stationary-CSD

4500010605 320101101070121 S&M-Stamp & Seal-CSD S&M-Stamp & Seal-CSD

4500010606 320101101070121 S&M-Comp Stationary- S&M-Comp Stationary-CSD

4500010607 320101101070121 S&M-Furniture-CSD S&M-Furniture-CSD

4500010701 320101101010121 S&M-GEN. STORES AND S&M-GEN. STORES AND ARTICLES-Circle

4500010702 320101101010121 Forms & Publication- Forms & Publication-Clrcle

4500010703 320101101010121 S&M-Uniform-Circle S&M-Uniform-Circle

4500010704 320101101010121 S&M-Stationary-circl S&M-Stationary-circle

4500010705 320101101010121 S&M-Stamp & Seal-cir S&M-Stamp & Seal-circle

4500010706 320101101010121 S&M-Comp Stationary- S&M-Comp Stationary-circle

4500010707 320101101010121 S&M-Furniture-Circle S&M-Furniture-Circle

4500010801 320101101030121 S&M-GEN. STORES AND S&M-GEN. STORES AND ART-Post. Div

4500010802 320101101030121 Forms & Publication- Forms & Publication-Post. Div

4500010803 320101101030121 S&M-Uniform-Post. Di S&M-Uniform-Post. Div

4500010804 320101101030121 S&M-Stationary-Post. S&M-Stationary-Post. Div

4500010805 320101101030121 S&M-Stamp & Seal-Pos S&M-Stamp & Seal-Post. Div

4500010806 320101101030121 S&M-Comp Stationary- S&M-Comp Stationary-Post. Div

4500010807 320101101030121 S&M-Furniture-Post. S&M-Furniture-Post. Div

4500010901 320101101040121 S&M-GEN. STORES AND S&M-GEN. STORES AND ARTICLES-RMS DIV

4500010902 320101101040121 Forms & Publication- Forms & Publication-RMS DIV

4500010903 320101101040121 S&M-Uniform-RMS DIV S&M-Uniform-RMS DIV

4500010904 320101101040121 S&M-Stationary-RMS D S&M-Stationary-RMS DIV

4500010905 320101101040121 S&M-Stamp & Seal-RMS S&M-Stamp & Seal-RMS DIV

4500010906 320101101040121 S&M-Comp Stationary- S&M-Comp Stationary-RMS DIV

4500011001 320101001010121 S&M-GEN. STORES AND S&M-GEN. STORES AND ARTICLES-POST.DIR

4500011002 320101001010121 Forms & Publication- Forms & Publication-POST.DIR

4500011003 320101001010121 S&M-Uniform-POST.DIR S&M-Uniform-POST.DIR

4500011004 320101001010121 S&M-Stationary-POST. S&M-Stationary-POST.DIR

4500011005 320101001010121 S&M-Stamp & Seal-POS S&M-Stamp & Seal-POST.DIR

4500011006 320101001010121 S&M-Comp Stationary- S&M-Comp Stationary-POST.DIR

4500011101 320101001020121 S&M-GEN. STORES AND S&M-GEN. STORES AND ARTICLES-BUSS DEV DTE

4500011102 320101001020121 Forms & Publication- Forms & Publication-BUSS DEV DTE

4500011103 320101001020121 S&M-Uniform-BUSS DEV S&M-Uniform-BUSS DEV DTE

4500011104 320101001020121 S&M-Stationary-BUSS S&M-Stationary-BUSS DEV DTE

4500011105 320101001020121 S&M-Stamp & Seal-BUS S&M-Stamp & Seal-BUSS DEV DTE

4500011106 320101001020121 S&M-Comp Stationary- S&M-Comp Stationary-BUSS DEV DTE

4500011201 320101101020121 S&M-GEN. STORES AND S&M-GEN. STORES AND ARTICLES-BD BRAN

4500011202 320101101020121 Forms & Publication- Forms & Publication-BD BRAN


4500011203 320101101020121 S&M-Uniform-BD BRAN S&M-Uniform-BD BRAN

4500011204 320101101020121 S&M-Stationary-BD BR S&M-Stationary-BD BRAN

4500011205 320101101020121 S&M-Stamp & Seal-BD S&M-Stamp & Seal-BD BRAN

4500011206 320101101020121 S&M-Comp Stationary- S&M-Comp Stationary-BD BRAN

4500011301 320101101050121 S&M-GEN. STORES & AR S&M-GEN. STORES & ARTI-FRN POST DIV

4500011302 320101101050121 Forms & Publication- Forms & Publication-FRN POST DIV

4500011303 320101101050121 S&M-Uniform-FRN POST S&M-Uniform-FRN POST DIV

4500011304 320101101050121 S&M-Stationary-FRN P S&M-Stationary-FRN POST DIV

4500011305 320101101050121 S&M-Stamp & Seal-FRN S&M-Stamp & Seal-FRN POST DIV

4500011306 320101101050121 S&M-Comp Stationary- S&M-Comp Stationary-FRN POST DIV

4500011401 320102102010121 S&M-GEN. STORES & AR S&M-GEN. STORES & ARTI-MAIL SORT

4500011402 320102102010121 Forms & Publication- Forms & Publication-MAIL SORT

4500011403 320102102010121 S&M-Uniform-MAIL SOR S&M-Uniform-MAIL SORT

4500011404 320102102010121 S&M-Stationary-MAIL S&M-Stationary-MAIL SORT

4500011405 320102102010121 S&M-Stamp & Seal-MAI S&M-Stamp & Seal-MAIL SORT

4500011406 320102102010121 S&M-Comp Stationary- S&M-Comp Stationary-MAIL SORT

4500011501 320102103040150 Ord ser Tyres & tube Ordinary Services - Tyres & Tubes (MMS)

4500011502 320102103050150 Prem prod serv - Tyr Premium product Services -Tyres & Tubes (MMS)

4500011601 320102103040124 Ord Ser -Fuel&deisel Ordinary Services - Fuel & diesel

4500011602 320102103050124 Pre Prod Ser- Fuel & Premium product Services -Fuel & diesel

4500016101 320108101010150 Packing Inventory Packing Inventory

3900200000 #N/A Commem StampsCoGS Commem StampsCoGS

3900200001 #N/A Definativ StampsCoGS Definativ StampsCoGS

3900200002 #N/A Stn & OTh CoGS Stn & OTh CoGS

3900200003 #N/A CRF-Price-COGS A/c CRF-Price-COGS A/c

3900200004 #N/A Revenue Stamp-COGS A Revenue Stamp-COGS A/c

3900200005 #N/A Service Stamp-COGS A Service Stamp-COGS A/c

3900200006 #N/A COMM_PS Press stamps COMM_Private Security Press stamps CoGS A/c

3900200007 #N/A COMM - Bom Material Commemorative Bom Material stamps CoGS A/c

3900200200 #N/A IPO CoGS IPO CoGS

3900200201 #N/A KVP-COGS A/c KVP-COGS A/c

3900200202 #N/A NIX-COGS A/c NIX-COGS A/c

3900200203 #N/A FPO-COGS A/c FPO-COGS A/c

3900200204 #N/A NSC-COGS A/c NSC-COGS A/c

3900200205 #N/A Others-COGS A/c Others-COGS A/c

3900200400 #N/A Forms & Publication- Forms & Publication-EPO-COGS A/c

3900200500 #N/A Forms & Publication- Forms & Publication-PSD-COGS A/c

3900200600 #N/A Forms & Publication- Forms & Publication-CSD-COGS A/c

3900200700 #N/A Forms & Publication- Forms & Publication-Circle-COGS A/c

3900200800 #N/A Forms & Publication- Forms & Publication-POST.DIV-COGS A/c

3900200900 #N/A Forms & Publication- Forms & Publication-RMS DIV-COGS A/c

3900201000 #N/A Forms & Publication- Forms & Publication-POST.DIR-COGS A/c

3900201100 #N/A Forms & Publication- Forms & Publication-BUSS DEV DTE-COGS A/c

3900201200 #N/A Forms & Publication- Forms & Publication-BD BRAN-COGS A/c

3900201300 #N/A Forms & Publication- Forms & Publication-FRN POST DIV-COGS


A/c

3900201400 #N/A Forms & Publication- Forms & Publication-MAIL SORT-COGS A/c

18 Miscellaneous & FAQ

1. Action to be taken when Material not maintained

Extend material to your plant, using T –code – ZMAT_EXT. PSDs can use ZMAT_PSD.

2. Action to be taken when following error appears - “No hits found for location”

Location / Movement is entered wrong. Enter correct details

3. Which are the major SAP 10 digit and 15 digit CGA GL codes are used in Requisition and procurement

Module?

SAP 10 digit & 15 Digit HOA with respect to Requisition & Procurement are mentioned in Section 17.

4. How the asset inventory need to be uploaded into the system as an initial upload?

As initial upload, details are entered in prescribed template and through T code ZBF08 TCS team is uploading the

same in SAP.

5. While creating the purchase order for stamps and postal stationery, what is the amount to be taken?

No Amount to be taken. For Stamps & Postal stationary amount is already fixed and appears automatically on

raising purchase order.

6. How we know the CAB rates for stamps and stationeries? What is the treatment for variation between value

as in purchase order and invoice? How it can be adjusted while accepting the invoice?

CAB rates are fixed centrally by philately directorate and are circulated to all concerned units post print rate fixation

with ISP/SPP. Even if there is a change during the time of Invoice verification, the difference amount can be charged

under Price difference GL.

For End User while creating purchase order for Definitive & Commemorative stamps (ZDPS & ZCOM), CAB value

would be visible in Net price column they cannot change. End user cannot change.

7. Which are all the system posted documents in procurement Module?

All Accounting & Controlling documents are system posted in Procurement module.

8. What are the document types to be used in procurement Module?

Document types with short description are mentioned in Section7 of this document.

9. Based on the matrix of authorization of financial powers, how can we create release strategy?


Release strategy can be configured using T- Code CT04

10. What is the implication of cost of Goods sold GL in case of procurement of stamps and stationeries including

IPOs? Why it is essential? What is its impact on cash based CGA report?

CoGS means Cost of Goods Sold (Cost Price of material). During Sale of procured good (E.g. Stamps), this GL will

be credited & Inventory/Stock GL would be debited. It is essential for clearing corresponding stock related entries &

for calculation of revenue as revenue would be Sale price – Cost of Goods sold.

11. In what occasions, f-90 process can be used?

F-90 can be used for Asset Procurement

12. What is the process for distribution of stock with in the office wherein plant is same? (example: Co and PAO)

Stock can be transferred from one storage location to another under the same plant using MIGO- Transfer

Movement Type -313, storage location has to place through Movement type -315.

13. Is there any necessity of creation of material code for each item of purchase of petty nature like Pins etc.? is

it one time or every occasion of purchase?

Most of the stationary, equipment, materials codes are already available in system it is not required every time same

codes can be used & Purchase order can be raised to selected vendor.

14. Issue of purchase order will hit the budget and asset master? What are its implications?

All procurements will hit budget. Along with accounting, controlling documents would also get generated; which

would be coming from budget module.

15. What is the process to know the amount of GST for procurements to avail input Tax Credit under GST rules

as the entire GST is subsumed in the value of goods which hits budget?

Input credit Expense GST can be seen in Table - BSET

16. What is the role of Input Service distributor to enable the units to avail Input tax credit on supply of Goods by

centralized office in the case of procurement centrally?

17. How do we configure release strategy for a particular office with reference to financial powers of sanctioning

authority as per delegated financial powers and financial powers authorized to sub ordinate officers?

Release strategy can be configured using T- Code CT04

18. What are the reports available under procurement Module and its corresponding t-codes?

Reports are mentioned in Section 12 of this document.

19. How we can view and generate stock report of goods/materials for a profit/cost center?

Stock Reports can be generated for any Plant / Storage location for any date/material using T- code MB52.


Annexure A

Procedure to Extend Material Code

Post initial upload of all stock & inventory items, CEPT team is creating Material codes centrally for all the locations.

Locations can extend the code to their Plant before creating Purchase Requisitions and Purchase Orders.

T code to extend material to plant – ZMAT_EXT / ZMAT_PSD (For PSDs)

Procedure to Extend Material –

Enter T- code – ZMAT_EXT

1. Enter the Storage location (TR01/GS01, etc.)

2. Select view

3. Maintain Profit center details & save.

Note - After extension of Material only system would allow a requisitioner to create Purchase Requisition/Order


Annexure B

Procedure to create Vendor code

Vendor codes can be created even for local purchases by units.

1. T -Code – XK01, Do not fill the Vendor field as number would be generated by system internally post

completion of activity.

Account group means type of vendor, following types are available in CSI for DoP

2 Enter the details,


Recon account selection would be based on Account group selected on first screen, select sort key.


3. Enter the Payment terms, mode of payment & all mandatory details and save. On successful completion, Vendor

no. would be generated by system-


Annexure C

Procedure to create Asset code

1. T-code – AS01

2. Enter Asset Class & related details.

3. Maintain Depreciation areas

4. A number of codes can be created in one go, selecting no. of similar assets


Annexure D

Requisition is to be approved by next approving authority for which Release strategy is to be built in system. At

present following are maintained in CSI

Object Type

Short Text Purchasing Group

Description Total value of Requisition

Level 1 Level 2

02 01 HO > 0 117 Head Office_PSD

>= 100000,00 INR

Receiving Post Master (P1)

Sr. Superintendent (S1)

02 02 Regional PSD > 0 101 Regional PSD >= 0,00 INR Supdt. (PSD) (S3)

02 03 Circle PSD > 0 143 Circle PSD >= 0,00 INR Supdt. (PSD) (S3)

02 04 PAO > 0 119 Postal Accnt Off(PAO) >= 0,00 INR

Accounts Officer (A1)

Director(DAP/GM/PAF) (D3)

02 05 PTC > 0 127 Post Trng Cen(PTC) >= 0,00 INR

Asst Dir/Section Off (D1) Director (DA)

02 06 Civil & ElecWing > 0 113 Civil Wing >= 0,00 INR JE / AE (J2)

Executive Engg. (E1)

02 07 CSD > 0 102 Cen Stmp Dept(CSD) >= 0,00 INR Supdt. CSD (SA)

02 08 Circle Office > 0 126 Circle Office >= 0,00 INR

Asst Dir/Section Off (D1)

Dir. Post. Ser.(DPS) (DE)

02 09 Regional Office > 0 120 Regional Office >= 0,00 INR


DPS Regional (DF)

02 10 RMS /Div. Off. > 0 121 Regional Office >= 0,00 INR ASP / OS (S5)

Divisional Supdt. (S2)

02 11 TMO > 0 118 TMO Office >= 0,00 INR HAS (H2) SSRM (S7)

02 12 Mail Office > 0 128 Mail Office >= 0,00 INR HAS (H2)

SRM / SSRM (S6)


02 13 Speed Post Hub > 0 129 Speed post hub >= 0,00 INR

Insctr Post Ser (IP) (I1)

SRM / SSRM (S6)

02 14 AMPC > 0 130 AMPC >= 0,00 INR Asstt. Supdt.(ASP) (S4)

SRM / SSRM (S6)

02 15

Dirt- PLI,DB,PAW > 0

107/108/109/131

BD /Postal/PLI /PA wing Directorate >= 0,00 INR

Asstt. Dir. Gen(ADG) (D2)

Director / DDG (D4)

02 16 NPA >0 132 Nation Postl Acad. >= 0,00 INR


Joint Director (D8)

Annexure E.

Documents

Requisition & Procurement in CSI