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SOP for Automation of Multiple GRN Creations for multiple PO.(HSD Materials)

Version 1.0

Process Name: Automationof Multiple GRN Creations.

Process Number:Ent-Doc.

Prepared By Checked by Approved by

Deepak KrishnanMunendra Kumar /Kumud

KumarHarishkumar Malani

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INDEX

Sr No. Descriptions Page No.

1 Business Requirement 3

2 Current process 3

3 Proposed SAP Process 3

4 SAP process 4

5 GRN MIS Reports 8

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1. Business Requirement

For the RTIL business, fuel transactions are very huge in number, around 1200 to

1350 GRN postings per day are been done in SAP system. Manually posting each

transaction is a very difficult task and its consuming huge man hours. It is also

leading to the delay in clearing the payment to the vendor.

2. Current Process

Current GRN posting are being done manually for each fuel transactions in RTIL

plants across the network which is a huge time consuming process.

3. Proposed SAP Process

1. Automating the GRN posting can be done by maintaining the list of plants andstorage locations with the quantity for which the GRN has to be done in an

excel document, which is a standard format being provided by SAP.

2. The user needs to upload the maintained document in a text format into SAPsystem.

3. The Multiple GRNs gets posted in SAP as per the transactions made and the GRNnumbers will be issued with respect to plant & storage location.

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4. SAP PROCESSMultiple GRN creations for multiple PO (Only for HSD material).

STEP 1:

TCode: ZGRNPOST

Screen Display

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Click to download the file format to the local PCand save it as .xls type for maintaining the GRN entries in an excel format

Note:After maintaining the GRN entries in the excel document, save it as .txt f i le withoutt he header row

Step 2:

Click on button and Select the .txt file for uploading

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Step 3: Execute

Click on button and GRN s are generated in the SAP system with respect to theplant & Storage location

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To Check the Generated GRN:

T Code:MB03

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5. FOR MIS ReportsT code: MB51Selection fields are as mentioned

Output Report

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Output report in excel display

Down loading of file to Desktop.

Note:

Cancelation of GRN or deletion of GRN is as usual existing standard Process. This process is applicable to only for HSD material. The Delivery note (invoice no.) entry in the uploading file should not be

repeated more than once in the uploading file

The Fleet card no. : Batch no. entry shouldnt be repeated more than once inthe uploading file.

Required user has to take Authorization of new T code is as usual process fromoperations team.

Only error line items has to be re loaded through newtransaction(ZGRNPOS_HSD), if any error occurs during previous upload.