Tutorial on Site Return Material -SCM Team

1. Tutorial on Site Return Material -SCM Team

2. Index • Pictorial Flow of SRN Module ? • What is Site Return Material ? • Benefits to the Business ? • Key Points of SRN Module ? • Logon to Oracle ? • How to check Asset details & WDV of material coming back from site ? • Identification of Item Code ? • How to Use Quality View Inquiry Responsibility ? • How to Prepare SRN for Parent Item Code ? • How to Change the location of the Asset in FA ( from SRN-Dummy location to new location)? • How to Issue SRN material ( Parent Item Code ) for Repair to Vendor? • How to prepare Returnable Gate Pass for Parent Item Code ? • How to Receive SRN material ( Parent Item Code ) back from Vendor after repair? • How to issue out the Repaired material ( Parent Item Code ) to new location in FA? • How to Change the location of the Asset in FA ( from SRN-Dummy location to new location) ? • How to generate Delivery Challan ? • How to Prepare SRN for Child Item ? • How to Change the location of the Asset in FA ( from SRN-Dummy location to new location)? • How to Issue SRN material ( Child Item Code ) for Repair to Vendor? • How to prepare Returnable Gate Pass for Child Item Code ? • How to Receive SRN material ( Child Item Code ) back from Vendor after repair? • Capitalization Process of SRN Material ( Child Item Code ) ? • Preparation of DC ? • Report on How to track the material after returning from site ? 1

3. Pictorial Flow Chart of Present SRN Process : Step 1 FA INVENTORY Site A Fresh Material Asset Cost: Rs. 1,00,000 Asset Life : 10 Years Issue material Asset movement from Site A to Site B in the system by finance based on information from SCM / User Dept. Asset Physically moved to the store without showing in the System (Oracle) 1 Year Return from Site Site B 3 Mth Issue to a new Site Asset Cost: Rs. 87,500 Asset Life : 8Yrs 9 Mth • Limitations: • No tracking of material during receipt & issue at stores; • In case of movement of SRN material at child level, no visibility of material at Site B. • Physical V/s system stock verification in case of SRN material at stores is not possible • No visibility of SRN material in system 2

4. Pictorial Flow Chart of Proposed SRN Parent Process (Material received at Parent Level) : Step 1.1 FA INVENTORY Site A Fresh Material Asset Cost: Rs. 1,00,000 Asset Life : 10 Years Issue material Auto trigger to move material from Site A to Site SRN/Site SRN to Site B based on receipt /Issue of material at stores • Miscellaneous receipt • Transaction Type: SRN • Expense Sub-Inventory • (No impact on Inventory Value) • Unique Asset No to link FA & Inventory • Show Qty only ; price at zero Return from Site at parent level Site SRN 1 Year Linkage: Unique Asset No. Site B Issue to a new Site Asset Cost: Rs. 87,500 Asset Life : 8Yrs 9 Mth 3 Mth • Advantages: • Depreciation is continued on month-on-month basis • SRN material visibility in Oracle i.e. matching of system & physical stock possible • Cost of material is maintained only in FA while quantity is monitored in Inventory module • No impact on inventory value since SRN material is captured at Zero price. • Stock visibility of SRN material in Inventory module & making Delivery challan for SRN material while moving to sites 3

5. Pictorial Flow Chart of Proposed SRN Child Process (Material received at Child Level) : Step 1.2 FA INVENTORY Site A Fresh Material Asset Cost: Rs. 1,00,000 Asset Life : 10 Years Issued at parent level Ex: BTS with 6 TRX cards Issue material Return from Site at Child level Ex:1 TRX Card • Miscellaneous receipt • Transaction Type: SRN • Costed Sub-Inventory • (Average cost of inventory will be changed) • Show Qty only ; price at zero 1 Year Site B Issue to a new Site 3 Mth New Asset code created Asset Cost: Zero • Advantages: • Stock visibility of SRN material in inventory module and making delivery challan for SRN material • Proper tracking of SRN material (Child Parts) at sites • Physical V/s System stock verification 4

6. What In Site Return Material : Step 2 Till date, Bharti did not have a proper system to manage site return material. But with growing business needs, Bharti wants to have a SRN (Site return) process in place. Here, we will discuss the detailed structure of this new process.  The new SRN (Site return) process would contain the following: A new FA location (named ‘SEG1-SRN-DUMMY’ alias ‘Dummy Loc for site ret mat’) would be used. All the material which is returned from site would be assigned to this location. New Interfaces to change FA location for site return material. A new Sub-Inventory (SRN) would be defined to receive all the material which is returned from site. Creation of delivery Challan while assigning the SRN material back to some site. New Descriptive flex fields that would capture information. Report that would help in tracking the SRN material. 5

7. Benefits to the Business: Step 3 Material received at Parent level : Material received from site after capitalization to be received in Inventory Module as SRN material at Zero price. Additional information to be captured in system i.e. Asset number, WDV value (required at the time of making delivery challan) and any other fields required later.  Location of the material returned shall be changed in FA module from Site to a newly created site called "SRN" (dummy site for moving all SRN material till it is moved to new site). This should be triggered automated on generation of SRN in Inventory module. When Dispatch request is received in Inventory module system can pick fresh & SRN material from Inventory module to make Delivery challan. Since we cannot make Delivery Challan with Zero prices, WDV value captured in Inventory to be selected. When SRN material is moved to FA, while capitalizing the equipment at new site, it should move material available in FA "SRN" site to new site. This will ensure depreciation is captured from day one of 1st time capitalization. For the purpose of Inventory value in case of SRN material we should use WDV value captured in SRN or details can be picked up from FA module under "SRN" head. Material Received at Child Level for an Asset which is at Parent level : Should be able to track the child component in Inventory. Should not impact the capitalization of the parent component. When the child component will be capitalized again it should be capitalized at Zero cost. Should be able to track the same in the new Location so that physical verification can be done. 6

8. Key Points of SRN Module: Step 4 Key points to be remember by end users : • Identification of Oracle Code is mandatory to receive stock, issue material , monitoring of SRN material is possible through Oracle only based on receipt of material against Oracle Code. • Asset No is mandatory to capture as in case of Parent Item to link FA & Inventory . In case of scrapping of SRN material we need to know the life of equipment to find the correct value of Cenvat amount to be revered and same can be identified based on Asset no. • Written Down Value is required to know the value of SRN material at Stores and same data can be used for insurance of equipment. However this will not have any Impact on Inventory Value. This field to be captured for parent/Child items even though it is non mandatory field. 7

9. Key Points of SRN Module: Step 4 • A new FA location (named ‘SEG1-SRN-DUMMY’ alias ‘Dummy Loc for site ret mat’) would be used. All the material which is returned from site would be assigned to this location. • New Interfaces to change FA location for site return material. • A new Expense Sub-Inventory (SRN) would be defined to receive all the material which is returned from site. • Creation of delivery Challan while assigning the SRN material back to some site. • New Descriptive flex fields that would capture information. • Report that would help in tracking the SRN material. 8

10. Logon to Oracle : Step 5 9 10

11. Logon to Oracle : Step 5.1 10 11

12. Logon to Oracle : step 5.2 11 12

13. Logon To Oracle : Step 5.3 Click on the Asset Inquiry of the OU 12

14. How to check Asset details & WDV of material coming back from site : Step 6 Click on the Financial Information. 13

15. How to check Asset details & WDV of material coming back from site : Step 6.1 2 1 3 4 Click on Find Button. Give the Parameter & search the WDV of the Asset coming back from the site. In this case user can search by giving the Asset Number , Item Description. Date in Service or by the Location from where the material is coming back. Assumptions : -End User will have details about the Asset no., which is returned to inventory -The user have the items code against which the same needs to be received 14

16. How to check Asset details & WDV of material coming back from site : Step 6.2 Clicking on the Find button after giving the Search Criteria whenever User search for the Asset user will get the above screen. Select the desired Asset Number of the material which is coming back from the Site & click on the Books Tab to see the WDV of the Asset. 15

17. How to check Asset details & WDV of material coming back from site : Step 6.3 Clicking on the Books Tab User will see this form . From here User can check the WDV ( Written Down Value of the Asset. 16

18. How to check Asset details & WDV of material coming back from site : Step 6.4 Click on the Assignments TAB for locating the Locator from where it is coming if not known by User or not confirmed by FRC. Note : We assume that Item code is known to all User’s across circle whlie taking back asset from site to inventory. We expect that while taking any material back to stock from site users would be using there experience in identifying the Bharti Asset Code. As whenever any data is pushed into FA the linkage between the Item Code in Inventory & FA is not there. 17

19. How to check Asset details & WDV of material coming back from site : Step 6.5 Clicking on the Assignments TAB User can see the Locator which is defined in Oracle from where the material is coming back. 18

20. Identification of Item Code : Step 7 It is mandatory to know item code ( Parent / Child item ) to receive SRN material in stores. Without item code no material can be tracked at the time of receipt , Issue, Stock level in Oracle . Multiple ways of knowing Item Code : We must know from which location material is returned. Based on this material delivered at specific site can be identified by using Report : “BTVL Material Movement Report”. Parent - Child relation can be used to identify Child Item . For this Users would be provided with Quality Inquiry rights. But for the same users need to login to Oysys & ask for the responsibility. Help of SP / Technical to be obtained to identify Code. SP can raise request for dispatch against the child SRN Material through Move Orders. Note : How to use Quality View Inquiry Right is explained in the next slide’s. 19

21. How to Use Quality View Inquiry Responsibility ( Responsibility available only with Central SCM Team ): Step 8 This responsibility is available only with Central SCM Team , Central SCM Team will Circulate the data on weekly basis ,however if any circle user need the same can request for the data to “ activ.suppliermaster@airtel.in/central.scm@airtel.in “ 20

22. How to Use Quality View Inquiry Responsibility ( Responsibility available only with Central SCM Team ): Step 8.1 Click on Inquiries – View Quality Result. This responsibility is available only with Central SCM Team , Central SCM Team will Circulate the data on weekly basis ,however if any circle user need the same can request for the data to “ activ.suppliermaster@airtel.in/central.scm@airtel.in “ 21

23. How to Use Quality View Inquiry Responsibility ( Responsibility available only with Central SCM Team ): Step 8.2 Click on the DFF & Select BTVL_CAPITALIZATION_DATA This responsibility is available only with Central SCM Team , Central SCM Team will Circulate the data on weekly basis ,however if any circle user need the same can request for the data to “ activ.suppliermaster@airtel.in/central.scm@airtel.in “ 22

24. How to Use Quality View Inquiry Responsibility ( Responsibility available only with Central SCM Team ): Step 8.3 Selecting the BTVL_CAPITALIZATION_DATA user can seen the following output. This responsibility is available only with Central SCM Team , Central SCM Team will Circulate the data on weekly basis ,however if any circle user need the same can request for the data to “ activ.suppliermaster@airtel.in/central.scm@airtel.in “ 23

25. How to Use Quality View Inquiry Responsibility ( Responsibility available only with Central SCM Team ): Step 8.4 Then go to File & click on the Export button. This responsibility is available only with Central SCM Team , Central SCM Team will Circulate the data on weekly basis ,however if any circle user need the same can request for the data to “ activ.suppliermaster@airtel.in/central.scm@airtel.in “ 24

26. How to Prepare SRN for Parent Item Code : Step 9 After Checking the WDV the user needs to switch responsibility & change the OU to Inventory Module. 25

27. How to Prepare SRN for Parent Item Code : Step 9.1 Then go to Transaction & select the Misc. Transaction & click on Open button. 26

28. How to Prepare SRN for Parent Item Code : Step 9.2 Clicking on the Misc. Transaction User will get this screen Select “Site Return Material (Receipt) ” from the Transaction Type drop down as shown here & click n OK button. Then click on the Transaction Button. 27

29. How to Prepare SRN for Parent Item Code : Step 9.3 Clicking on the Transaction Line in the Previous Screen User will get this screen , give item code which is coming back from the site as per the query done in Asset Inquiry Form . Select the Subinventory as SRN & Click on OK button. 28

30. How to Prepare SRN for Parent Item Code : Step 9.4 Note : On selecting the Subinventory as SRN a system generated Lot No will be generated which would be alpha numeric starting with SRN 29

31. How to Prepare SRN for Parent Item Code : Step 9.5 After giving the Item code/Qty the user need to define the charge A/c by clicking on the Account Field. Charge A/c. to be used : 9000099 SRN Control Account. Here this Charge A/c. has been shown as an example pls don’t use this charge a/c. 30

32. How to Prepare SRN for Parent Item Code : Step 9.6 After defining all the line level details Go to the DFF in the extreme right side & select ‘Site Return Material (Receipt)’ in the context Value field. 31

33. How to Prepare SRN for Parent Item Code : Step 9.7 Enter the Asset No. (Returned from site) Enter WDV of the ASSET NO. (Business to provide FA enquiry screen to user) Enter Orig. Loc. from where the ASSET is returned Enter the reason for returning from site Save the transaction Reason to Capture WDV : For the purpose of knowing value of SRN material lying in Stores ( at Parent & Child level). This will not have impact on Inventory Value. 32

34. How to Prepare SRN for Parent Item Code : Step 9.8 The Asset No. should be same as queried in the slide no 13 or as per the data given by Finance. The WDV ( Written Down Value ) of the ASSET NO should be same as Net Book Value as shown in Slide No 14. Enter Orig. Location. from where the ASSET is returned should be same as as shown in Slide No 16. Enter the reason for returning from site Save the transaction 33

35. How to Change the location of the Asset in FA ( from SRN-Dummy location to new location) : Step 10 Why FA Location of the SRN Material is required to be changed ? The FA Location is required to be changed as because through SRN Module we will receive all the material at Zero cost also once a material is Capitalized, it is mandatory that once the depreciation is started, it is to be run for full life period irrespective of movement of material. The Delivery challan is required to track movement of the assets material in the respective Inventory Org. The cost of the material will be Zero, and it will be received in to an Expense Sub-Inventory (Company Code : 111 / Area : SRN / Sub Area : DUMMY ) which is defined new for handling Site Return Material. There would be an self nullifying accounting entry at Zero Value , both at the time of Issue & receipt of material which will not have financial impact. This solution covers the business requirement that any SRN material can be issued at a later date from the Inventory module & Depreciation shall continue on the SRN material . For the purpose of Physical verification and insurance SRN inventory value and Qty should be taken from FA module. Also FR shall send a report from FA module for Site SRN to SCM to confirm if the same is tied up quantity wise with SRN as per inventory as a book closing activity 34

36. How to Change the location of the Asset in FA ( from SRN-Dummy location to new location) : Step 10.1 Go to View - Request 35

37. How to Change the location of the Asset in FA ( from SRN-Dummy location to new location) : Step 10.2 Click Submit New Request – Single Request - OK 36

38. How to Change the location of the Asset in FA ( from SRN-Dummy location to new location) : Step 10.3 Select the Report “Airtel Site Return Mat (Receipt) Location Change Request ” 37

39. How to Change the location of the Asset in FA ( from SRN-Dummy location to new location) : Step 10.4 On Selecting the Program it will ask the user to enter date parameter. Note: This program will change the location assigned to this asset from original location which was captured in DFF to SRN Location 38

40. How to Change the location of the Asset in FA ( from SRN-Dummy location to new location) : Step 10.5 On Successful completion of the Report the output of the report need to be checked which will have data with no error shown, which means the location has been successfully changed. 39

41. How to send SRN material ( Parent Item Code ) for repair : Step 11 Go to Transaction – Select Subinventory Transfer 40

42. How to send SRN material ( Parent Item Code ) for repair : Step 11.1 Select Sent for Repair for the Transaction Type Drop down & click on OK button. 41

43. How to send SRN material ( Parent Item Code ) for repair : Step 11.2 On selecting Sent for Repair a auto generated RGP No will get generated as shown above. Click on Transaction Lines. Note this no as this RGP no will be required for generating Delivery Challan when the material is moved out of the warehouse. 42

44. How to send SRN material ( Parent Item Code ) for repair : Step 11.3 Enter the Item code & define all the line level details for the item which is being sent for Repair to Vendor. Click on the DFF. 43

45. How to send SRN material ( Parent Item Code ) for repair : Step 11.4 After Clicking on the DFF , select Sent for Repair in the Context Value & select the supplier to whom the material need to be sent for repair. Also define the Supplier site / Reason for Repair & Expected Date of Repair & save the same. Note : If any Supplier is not created in the particular OU & if user tries to query back that supplier in this form it will then not appear. 44

46. How to Generate Returnable Gate Pass to send material for repair : Step 12 Go to Request – Submit New Request – Single Request – Select the Report Airtel Returnable Gate Pass Report On Selecting the Report the Report will ask to provide Parameter , provide the RGP NO that got generated while sending material for Repair. 45

47. How to receive SRN material ( Parent Item Code ) back after repair : Step 13 Go to Transaction – Select Subinventory Transfer 46

48. How to receive SRN material ( Parent Item Code ) back after repair : Step 13.1 Select Sent After Repair for the Transaction Type & click on the Transaction Lines. 47

49. How to receive SRN material ( Parent Item Code ) back after repair : Step 13.2 Define the Item Code , Select the Subinventory as Repair_EXP & To Subinventory as SRN Select the Lot No ( used while doing sent for Repair ) & define the Qty Click on the DFF & Open the same. 48

50. How to receive SRN material ( Parent Item Code ) back after repair : Step 13.3 Select Return After Repair in the Context Value & Enter the Gate Pass No. against which the item was ‘sent for repair’. In the RGP Number Field Enter the Gate Pass No. against which the item was ‘sent for repair’ & Save the Form. 49