Chemfab Alkalis Limited

Business Process Mapping

Oracle R 12.1.3 Order Management To Be Mapping
Author
Creation Date
Last Updated

: Vinodh Kumar R & Selvaraj R

: 06-Dec-2013
: 12-Dec-2013

Control Number : OM/Process/01

Version

: 1

Document Control
Revision Details

Date
25-Nov2013

Author

Version

Vinodh Kumar R & SelvaRaj

R

Draft 1.0

Change Reference

Distribution

S.No.
1.
2.
3.
4.
5.

Name
Mr. Vedamurthy
Mr. Santhosh

Department
Marketing
Excise

Position

Signature

Date

Dy. Manager
Jr. Officer

Note To Holders:
If you receive an electronic copy of this document and print it out, please write your name on the equivalent of the cover page, for
document control purposes.
If you receive a hard copy of this document, please write your name on the front cover, for document control purposes.

A. Introduction
Objective
The objective of the document is to provide an overview of solution design for the Order to Cash cycle, which will be
implement in Chemfab Alkalis Limited with respect to Oracle EBS 12.1.3.
Scope
The scope of the document is to provide To Be process based on the understanding from the reference manuals and
interaction with the process owners. The existing process has been identified based on the study conducted at
Chemfab Alkalis Limited.
This document will help the process owners in understanding the existing sales process followed in Chemfab Alkalis
Limited and the To Be process which will be implemented that best suits the business requirements.
The To Be process has been designed considering the functionalities available in Oracle EBS 12.1.3, limitations of the
application and the common process followed in Chemfab Alkalis Limited. Even though there are three different
business divisions that operate under Chemical Private Limited operation, the process has been considered common
for all the divisions.
The document will help in understanding the high level and detail To Be process. The activities under each process
are explained in detail along with the accounting entries where ever applicable.
The document will be considered for update if any process needs to be amended in line with Oracle EBS 12.1.3 and
the changes will be accommodated and recorded based on the approval from core process owners.

B. Legends / Abbreviations
Legends
The activities in the process flow have been depicted using various colors to differentiate the nature of activities.
Following are the colors and the nature of the activities that has been followed to design the process flow diagram
Oracle
Customiza
tion
Manual

Table of Contents
S.No.

Title

Page No.

1. General Sales Process....

. 6
a) Export Sales Process
b) Dealer Sales Process
c) Domestics Sales Process
d) 100% EOU Sales Process
e) SEZ Sales Process
f) Trading Sales process
g) Finished Goods Purchase (FGP)Sales Process
h) Staff Sales Process
i) Sample Sales Process with ED without ED
j) Supplementary Invoice
2. E1 Sales Process .
.. 12
3.

Residual Sales Return (RMA)....

.. 14

4. Annexure Points.
. 16

C. Order to Cash - (To Be Process)

1. General Sale Order

Process Description
BRS ID
Export
Sales

BRS Proc
Name
Sale Order
Quote

BRS Description

Oracle Fitment (To-Be)

Quotation prepared based on the

Customer Inquiry done Manually.
It is Old Customer Quotation will create
directly done Manually.
If New Inquiry, then Customer need to be
Created based on the Purchase Order
confirmation.

PO Entry, Sale
Order and
Order
Acceptance

It is also applicable for Contract

Customer & Government Customer.

After Inquiry process completion

Performa Invoice is Created & sends to
Customer for PO creation.

Purchase Order received directly

from the Customer or Dealers/Agent
Order Entry and Acceptance. In case
of Agent/Dealer, Bill to location is
Dealer location & Ship to location is
dealers Customer location

Performa Invoice Creation

Shipping and
Invoicing

Oracle Sales Quote Process

Shipping quantity based on the

Concentration value received from
Lab/Process & Net Weight from
weighment transaction. Invoice Weight
7

Confirmed quotation item & Customer

detail create in oracle
Confirmed quotation Converted as Sale
Order.
India Location OM
Enter Taxes
Freight charge
Enter and Book the Sale Order based on
the Customer Purchase Order
In the Case of Export Performa Invoice is
generated based on the Order
confirmation
Launch Pick Release is process of
generating the Move order Number for
material movement.
Weightment and concentration meter
data is entered by dispatch user. Based
on that Invoice quantity will be
calculated. The Calculated qty allocated
for shipping in Transact Move order
Screen.
Transact move order is the next process
it will pick the material from the actual
Subinventory to staging Subinventory.
Once ship confirm qty depleted from the
staging sub-inventory to Customer
/Dealer
ARE 1,CT3 & ARE 3, Packing List,
AWB/Bill of Lading, Certificate of Origin
need to be Create manually not in Oracle
India - Excise Invoice Generation is the
concurrent process of generating the

for Chlorine based on the plant DC

Excise Invoice
Auto invoice Master Program process
interface OM data to AR

Pre-Export Invoice prepared and given to

the customs. For customs clearing
Payment

Shipping and Commercial Invoice

prepared based on the LC/PO
documents from Customer

Sales Order Line status

1) Entered (OM): Order is saved but not
booked
2) Booked (OM): Order is Booked

Domestic
Sales

Stock
Availability

Invoice & proof of dispatch document

submitted to bank. Payment received
from the customer via bank (Bank
Reference).
Verify Raw material availability in CAL,
Purchasing planned.
If Stock is not available, Increase the
Stock by Purchase Order & Receipt.

3) Awaiting Shipping (OM): Order is

booked but lines are not yet picked.
4) Not Ready to Release (SE): A delivery
line may be in this status when it is
interfaced manually into Shipping, is not
scheduled and has no reservations. When
lines are imported automatically from
Order Management this status is not
used.

In case of Quality issue at the time of Lab

Testing, Quantity is re-assigned to other
Customer who can accept the black spot
concentration material

5) Released to Warehouse (SE): Pick

Release has started but not yet
completed. One of the reason could be
allocation have not been pick confirmed.
The Pick Release process creates a Move
Order Header & Mover Order Line in
Inventory. This is a common status for
users that perform a two-step pick
release process. This status indicates
that inventory allocation has occurred
however pick conformation has not yet
taken place.

Sale Order document prepared and given

to Excise for invoicing. Logistics
organized by Marketing.

6) Ready to Release (SE): Order Line is

booked and passed to shipping
execution. The line is now eligible to pick
Release.

Shipping &
Invoice

Process Manufacturing for Finished

Goods Completed.

Payment

Lab Inspection Result Accepted then,

delivered to Customer location based on
the weighment.

Zone Sales

Payment received from the customer via

bank / Cash.
Material is dispatching to 100% Export
Oriented Unit then Customer need to
provide the CT3 form based on that ARE
3 will generated & send along with the
Invoice.
When material is dispatch to SEZ zone
Customer then CAL needs to prepare the
ARE1 & send along with the Invoice.
Both the above two document received
from the customer within 90 days from
the date of sale with their excise
authority certification which will be filed
by CAL authority
Based on the Custom & Excise document
weighment is taken and dispatch the
material to customer based on the net
weight.
CAL will collect the Form I form from the
Customer for the Transaction

7) Backordered (SE): The status of Back

ordered is assigned to a line under the
following circumstances.
The Pick Release process attempted to
allocate inventory to the line and all or a
partial quantity of the item was not
available. In this case the system
automatically backorders the discrepant
quantity.
At Ship confirm the user enters a shipped
quantity for an item that is less than the
original requested quantity.
The user manually Backorders the
entire delivery.
8) Shipped (SE): The delivery line is
shipped confirmed.
9) Confirmed (SE): The delivery line is
shipped or backordered and the trip
stops are open.
10) Picked (OM): Pick release is complete,
both allocations and pick confirm
11) Picked Partial (OM): This status
occurs when a delivery line is not
allocated the full quantity during Pick
Release and Ship Confirm has not
occurred
12) Interfaced (SE): The delivery line is
shipped and Inventory interface
concurrent process is complete.

When material is not available in the

stock.
Create the Purchase Order to Supplier.
9

13) Awaiting Fulfillment (OM): When

fulfillment set is used, Not all shippable
lines in a fulfillment set or a configuration
are fulfilled

14) Fulfilled (OM): All lines in a fulfillment

set are fulfilled.

Sales
through
Trading
organizatio
n

15) Interfaced to Receivables (OM): The

order is linked with Receivables and the
invoice is created.

In Trading Supplier will deliver the

material to CAL location and CAL will
book the sale Order with the same duty
pass on to the Customer. For this trading
activity data will be updated in RG 23 D
register.
Finished
goods
Purchase
and sales
through
Bonded
organizatio
n

At the time of sales whatever collected

the duty to be passing on to customer.
Sales entry to be updated in RG 23 D
register

Weighment of actual weight of goods &

shipment of goods to Customer location.
In the FGP Supplier will deliver the
material to CAL Inventory, After receipt
of material RG 1 register will hit.
Weighment of actual weight of goods &
shipment of goods to Customer location.
Whatever collected the duty at the time
purchase that should be passing on to
customer.

16) Partially Interfaced to Receivables

(OM): This status is used in a PTO flow
and indicates that the particular PTO
item is required for revenue.
17) Closed (OM): Closed indicates that
the line is closed.
18) Canceled (OM): Indicates that the line
has been completely canceled. No
further processing will occur for this line.
Trading
1. Purchase Order is created for Finished
goods or other items for sales
2. When material is received, it is delivered to
Trading Inventory Org. Transaction will
update in RG 23 D register.
3. Sale Order is entered and booked.
4. Launch pick release is performed, Move
order is transacted.
5. With the Delivery Id and Sale Order No,
Match Receipt Trading is done to match
the Duty at Receipt with Duty at Sales
Order.
6. Ship Confirm is done, Delivery Id is
created.
7. India Excise Invoice generation concurrent
will generates Excise invoice and
Transaction will be updated in RG 23 D
register
Finished Goods Purchase and Sales

10

Supplement
ary Invoice
Supplementary Invoice is applicable to in
Two Cases

Staff Sales

Sample
Sales

When Party Cylinder is under repair

activity that time Supplementary Invoice
is Created additional to normal Sales
Invoice based on the Plant advice. For
Eg. Value Change, Painting, Testing
Charge etc.
When different in the Price or ED, Tax
after sales that time Supplementary
Invoice will created additional to normal
sale order based on the marketing
advice.
Based on the Staff Requirement Common
Sale Order Created with ED & Other
Taxes
Dispatch of Goods to Employee manually
after receipt of amount
Bill/Invoice issued to Employee
Payments received from the Staff via
Cash.
Sample Material is dispatched to
11

1. Purchase Order is created for Finished

goods or other items for sales
2. When material is received, it is delivered to
Bonded Inventory Org. Transaction will
update in RG 1 register.
3. Sale Order is entered and booked.
4. Launch pick release is performed, Move
order is transacted.
5. Ship Confirm is done, Delivery Id is
created.
6. India Excise Invoice generation concurrent
will generates Excise invoice and
Transaction will be updated in RG1 register

1. Manual Invoice Entry:

a. Manual Invoice is created in Receivables
Responsibility.
b. Enter the date of this transaction
c. Enter the customer Bill-To Name and
Location
d. Enter the Payment Term for this
Transaction
e. Enter the Payment Term for this
Transaction
f. Receipt method to indicate payment by
automatic method,
g. Enter the Remit to Address for this
transaction.
2. The Invoice is attached with Original
Invoice and sent to customer.
a. Common Customer for Staff Sales is
created.

Customer based on Customer Inquiry

Manual Invoice is created, If ED & Taxes
are available create the Invoice with tax
else create Invoice with Zero Value.

b. Sale Order is entered and booked in

System against the Common Customer.
c. Launch Pick Release and Ship Confirm
Process is performed in system.
d. Excise Invoice is generated

a. Manual Invoice is created with zero value.

b. ED & Taxes can be attached to manual
Invoice if Sample Quantity is more than 1
Kg.
c. If Sample Quantity is less than 1 Kg ED is
not applicable

12

2. E1 Sales Process:

Process Description
13

BRS
ID
OM01A

BRS Proc
Name
E1 Sales

BRS Description

Oracle Fitment (To-Be)

When material is not available in the

stock
Create Purchase Order to Supplier with
bill to CAL & delivery to Customer place
Material will directly deliver to Customer
place from Supplier & Supplier will raise
Invoice to CAL for payment of Base value
alone.
CAL will raise a Invoice on Customer
based on their Sale Order available with
us.
Duty benefit will directly avail by
Customer from CALs Supplier Invoice.
CAL will raise the base value Invoice to
Customer to collect Payment Receipt
CAL will collect the E1 form from the
Customer for the Transaction

14

Process:
Confirmed quotation item & Customer
detail create in oracle
Confirmed quotation Converted as Sale
Order.
India Location OM
Enter Taxes
Freight charge
Enter and Book the Sale Order bill only
based on the Customer Purchase Order
Create the Purchase Order with two way
matching and approve the same
After material movement Raise the
Payable Invoice to Supplier for Payment
and Raise the Receivable invoice for sale
order base value to collect payment from
Customer

3. Residual Sale Return (RMA):

15

Process Description
BRS
ID
OM
Return
(AN54)

BRS Proc
Name
Sales Return

BRS Description

Oracle Fitment (To-Be)

Sale Return quantity is based on the

Residual Quantity (Cl2 & H2), which is
returned back from Customer.
For Other Products actual Quantity based
on the weighment.
Material Inward is delivered of residual
material to the Shop floor for Weighment.
If Payments is required is based on the
Customer Claim, else there is no
payment for residual return.

16

Return Material Authorization Process:Sale Order Creation

1. In Sales Order returns Customer, Price List,
Sales person, Currency, Bill To, Warehouse
to be received, is entered.
2. a. If Customer Claim for the payment, then
Order type is selected as RMA with Credit.
b. If Customer does not Claim for Payment,
then Order type is selected as RMA without
Credit
3. In Line Items select a defined reason. In
Reference Type mention if want to refer to
a particular Invoice, Purchase Order or
Sales Order.
RMA Receipt
4. In Receipt, query for Inventory
Organization and RMA No. (Sales Order
No.).
5. Mention the Qty, Sub Inventory,
Destination type as Inventory.
6. Once the transaction is saved a receipt
number is created.
Generate Credit Memo
7. If Customer Claims for Payment then
Credit Memo is created in Accounts
Receivable Responsibility.

Annexure Points:
S.N
o.

AN.
No

Business Process

RICE Type

Solution

52

Report

53

Yearly Budget --> Qtr target -->

Based on Production Output plan
--> Monthly Sales Target defined
QUOTE - ORDER - INVOICE

54

Daily dispatch / invoice tracking

Report

56

Sales return -- very rare

Standard

57

Dealers - 5 across south India

(Trading)

Standard & Report

Report requirement to analyze the Yearly budget

with quarterly target. This will be based on the
Production output plan and Monthly sales Target.
Standard Sale Order Process from QuoteSale
Order creation Shipping TransactionInvoice is
available.(Refer OM1 Flow Chart for Oracle Process)
Daily material dispatch and invoice tracking report
requirement. Core team will provide the report
format
RMA Process is available to create Sale Order
CreationReceiptCredit Memo creation in
system.
5 Dealers across south India. Sales transactions
happen and related details to be captured in report

58

End Customers - 450 nos

Standard

7
8

59
60

Direct billing to customer also exist

50 dispatch / day

Standard
Standard

61

Standard

10

62

Secondary Sales Details to be

captured
Sales Analysis - Primary /
Secondary

11

63

Bill to qty to be exact as reqd qty.

Tolerance limit with approval.

Standard

12

64

Credit limit control reqd

Standard

Standard Process

Customer Master will be created and data will be

captured in system.
Manual Invoice to Customer also available
Shipping Transaction is done in system to capture
dispatch
Price can be changed after Sale order is created.
This types of price changes applicable for E 1 sales
Report requirement for sales analysis like Up &
Down 90 KMS Primary; Up & Down 999 KMS
Secondary; Above 1000 KMS Territory
Sale Order can be Amended to change the price. It
is booked and shipping transaction can be done for
reqd qty.
Credit limit fixed to the customer. If it is exceeds
further shipping to be restricted.

Report

17

13

65

FG Transport Vehicle tracking

Report

14

67

Communication Template on
delivery dispatch details

Custom & Report

15

68

Residual Sales Accounting

Standard

16

71

Volume based discount

Standard & Report

17

72

Custom

18

73

Sales Invoice - Product wise

calculation: caustic soda
(33%/48%) - tanker based Attribute: Concentration (gross
Star X Concentration) calculation
drives price; On net weight we pay
the freight
Chlorine - cylinder based; baby() normal(900kgs); no. Of cylinder X
900kg - price

19

74

Hydrogen - Cum; no. Of cylinder X

6.725CUM - price

Customization

20

75

HCL: Gross-Star

21

76

Sodium Hypo chlorite

22

77

Sodium Sulphate - Sack

23

78

Caustic soda flakes (New product)

Standard and
customization
For Weighment weight
Standard and
customization
For weighment weight
Standard and
customization
For weighment weight
Standard and
customization

Standard

18

Contract vehicles - GPRS installed in 7 vehicles to

be increased - GRPS Interface.
Sales and dispatch details to be communicated to
marketing and related department for reference
and follow ups. At the Time of Dispatch Mail Alert is
Required.
This will not treat it as sales return, Chlorine and
Hydrogen cylinders have remaining qty. This will be
added in inventory. Some customer gives the debit
note for the remaining qty. CAL will raise the credit
note to the customers.
Volume based discount applicable for some
customers. Discount will be calculated based on
the sales transactions for the particular period.
FG weight is calculated based on the concentration
report from Lab and Weighment net weight. Sales
invoice qty = Weighment net weight X
Concentration value in Percentage / 100.
Calculated value update it in Transact move order
screen.
Chlorine Cylinder is weight is constant 900Kg per
Cylinder. Weight is calculated based on the
cylinder count. There is no baby cylinder in future
it may use.
Cylinders is 6.725 cubic mtr only. 134 cylinders in
small truck. Fixed Cylinders - 240 in Tarrus Vehicle
- fixed cylinders. Pricing is also in per c mtr
HCL shipping quantity based on the weighment net
weight.
Sodium Hypo Chlorite shipping quantity based on
the weighment net weight
Solid material Packing in 50 kgs weight. Sales
invoice against the weighment net weight
Solid - pricing per ton - net weight - based on
weight bridge. Not currently used.

For weighment weight

Report

24

83

Customer acknowledgement of the

sale invoice - vehicle reporting at
CAL security stage - any deviation
to be highlighted. This is for
freight / shortage / halting
calculation.

Vehicle shipped time, acknowledged qty , in time

and out time at customer, to be captured. Report
required based on this. Valuation for order value.

25

146

Daily / Monthly stock Report

Report

26

162

Report

27

164

Export Invoice and Packing with

cylinder Nos.
Closing stock Valuation working

28

199

Standard

RG-1 Register - Duplicate record in AN No. 146

29

213

Daily Finished Goods movement

register
E1 Sales invoice module to incorporate

Report

30

222

Custom

31

223

Veh no to be picked from Security for

raising F.G invoices
Concentration to be picked from Lab
For calculating the chargeable weight
during F.G invoices raised

32

240

Hydrogen - vehicle tracking minimum kilometer - 22 trucks

contracted - 2500 KM PM.

Custom & Report

Unavailability of FG stock. CAL raises the PO to

vendor. Vendor ship the material directly to
Customer with ED and cess. Customer will take the
ED portion from vendor invoice. CAL raises the
invoice to customer only sales value. E 1 invoice
and related report requirement.
At the time sales invoice vehicle number details
will be captured.
Concentration meter used for QA analysis. Data
will be updated to concentration meter software.
Concentration meter result used for calculate the
shipping qty of caustic soda.
Vehicle Tracking Report from Custom Interface

33

New

Custom & Report

34

New

35

New

Dealer's Customer Quantity need to

displayed with Customer Name
Sale Order Revision need to be capture
based on the Reason
Overdue/Credit limit alert is required at
the time of raising the Invoice

36

New

Sale Order Status Report is required

(Product Customer Name, PO No. &
Date, Order Qty Supplier Qty, Balance

Report

Daily and monthly stock report for all types of

inventory items
Export sales invoice will contains the cylinder
number and related details
Closing stock valuation based on the available
stock and cost of the item. Report requirement

Report

Custom

Report
Standard

19

Report is required to view the Dealer's Customer

Name & Quantity
Report is required to view the Sales Revision
History
Alert is required at the time of sale Order raising
Invoice is released till the Sale order credit limit
gets over
Sale Order Report is Required

Qty, Basic Price, ED, ST, Freight,

Delivery Price, Credit Period)

37

New

Customer wise Cylinder Tracking Report

required based on the Ageing

Custom & Report

Cylinder Tracking Report based on the ageing (1-30

days, 31-60 days, 61-90 days & above 91 days)

******************************

20