EHP5 for SAP ERP
6.0
June 2011
English
Sales: Period End Closing
Operations (203)
Business Process Documentation
SAP AG
Dietmar-Hopp-Allee 16
69190 Walldorf
Germany
SAP Best Practices
Sales: Period End Closing Operations (203): BPD
Copyright
© 2011 SAP AG. All rights reserved.
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© SAP AG
Page 2 of 33
SAP Best Practices
Sales: Period End Closing Operations (203): BPD
Icons
Icon
Meaning
Caution
Example
Note
Recommendation
Syntax
External Process
Business Process Alternative/Decision Choice
Typographic Conventions
Type Style
Description
Example text
Words or characters that appear on the screen. These include field
names, screen titles, pushbuttons as well as menu names, paths and
options.
Cross-references to other documentation.
Example text
Emphasized words or phrases in body text, titles of graphics and tables.
EXAMPLE TEXT
Names of elements in the system. These include report names,
program names, transaction codes, table names, and individual key
words of a programming language, when surrounded by body text, for
example, SELECT and INCLUDE.
Example text
Screen output. This includes file and directory names and their paths,
messages, source code, names of variables and parameters as well as
names of installation, upgrade and database tools.
EXAMPLE TEXT
Keys on the keyboard, for example, function keys (such as F2) or the
ENTER key.
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Exact user entry. These are words or characters that you enter in the
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<Example text>
Variable user entry. Pointed brackets indicate that you replace these
words and characters with appropriate entries.
© SAP AG
Page 3 of 33
SAP Best Practices
Sales: Period End Closing Operations (203): BPD
Contents
1
Purpose ................................................................................................................................... 5
2
Prerequisites............................................................................................................................ 5
2.1
Master Data and Organizational Data .............................................................................. 5
2.2
Business Conditions ......................................................................................................... 6
2.3
Roles ................................................................................................................................ 7
3
Process Overview Table ......................................................................................................... 8
4
Process Steps ....................................................................................................................... 10
4.1
4.1.1
Reviewing Blocked Sales Orders ........................................................................... 10
4.1.2
Reviewing Incomplete Sales Orders....................................................................... 11
4.1.3
Reviewing Sales Documents Blocked for Delivery ................................................. 12
4.1.4
Reviewing Sales Orders Due for Delivery .............................................................. 13
4.1.5
Reviewing Log of Collective Delivery Creation ....................................................... 15
4.1.6
Reviewing Incomplete SD Documents (Deliveries) ................................................ 16
4.1.7
Reviewing Outbound Deliveries for Goods Issue ................................................... 17
4.1.8
Reviewing Sales Documents Blocked for Billing .................................................... 18
4.1.9
Reviewing Billing Due List ...................................................................................... 19
4.1.10
Reviewing Log of Collective Invoice Creation ........................................................ 20
4.1.11
Reviewing List Blocked (for Accounting) Billing Documents .................................. 21
4.1.12
Calculation of Work in Process (Service Provider) ................................................. 22
4.1.13
Settling the Sales Order to Profitability Analysis (Service Provider) ...................... 24
4.2
5
Closing Operations ......................................................................................................... 10
Update Registers ........................................................................................................... 25
4.2.1
Update for Initial Stock Upload ............................................................................... 25
4.2.2
Update for Stock Uploading from Production ......................................................... 26
4.2.3
Update for Outgoing Entry ...................................................................................... 27
4.3
Extract Registers ............................................................................................................ 29
4.4
Monthly Utilization .......................................................................................................... 30
4.5
Generating ER 1 Report ................................................................................................. 31
Appendix................................................................................................................................ 32
5.1
Reversal of Process Steps ............................................................................................. 32
© SAP AG
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SAP Best Practices
Sales: Period End Closing Operations (203): BPD
Sales: Period End Closing Operations
1
Purpose
This scenario describes the collection of periodic activities in Sales & Distribution such as day
ending activities or legal requirements like Intrastat and Extrastat reporting.
2
Prerequisites
You must have run through some SD scenarios so that some relevant data for closing issues
has been created.
2.1 Master Data and Organizational Data
SAP Best Practices Standard Values
Essential master and organizational data was created in your ERP system in the implementation
phase, such as the data that reflects the organizational structure of your company and master
data that suits its operational focus, for example, master data for materials, vendors, and
customers.
This master data usually consists of standardized SAP Best Practices default values, and
enables you to go through the process steps of this scenario.
Additional Master Data (Default Values)
You can test the scenario with other SAP Best Practices default values that have the
same characteristics.
Check your SAP ECC system to find out which other material master data exists.
Using Your Own Master Data
You can also use customized values for any material or organizational data for
which you have created master data. For more information on how to create master
data, see the Master Data Procedures documentation.
Use the following master data in the process steps described in this document:
Master /
Org. data
Value
Master / Org. data details
Comments
Material
H11
Trading Good for Reg.
Trading (MRP planning)
See sections Business Conditions
and Preliminary Steps.
no Serial no.; no batch
Material
H12
Trading Good for Reg.
Trading (reorder point
planning)
See sections Business Conditions
and Preliminary Steps.
no Serial no.; no batch
Material
© SAP AG
H20
Trading Good for Reg.
Trading (reorder point
planning)
Only use if you have activated the
building block Serial Number
Management (126).
with serial numbers, no
See the sections Business
Page 5 of 33
SAP Best Practices
Master /
Org. data
Material
Material
Material
Material
Value
H21
H22
F29
F126
Sales: Period End Closing Operations (203): BPD
Master / Org. data details
Comments
batch
Conditions and Preliminary Steps.
Trading Good for Reg.
Trading (reorder point
planning)
Only use if you have activated the
building block Batch Management
(117).
no Serial no.; batch
controlled (Exp. Date)
See sections Business Conditions
and Preliminary Steps.
Trading Good for Reg.
Trading (reorder point
planning)
Only use if you have activated the
building block Batch Management
(117).
no Serial no.; batch
controlled (FIFO
strategy)
See sections Business Conditions
and Preliminary Steps.
Finished Good MTS for
Process Industry (PD
planning)
Only use if you have activated the
building block Batch Management
(117).
no Serial no.; with batch
(Exp. Date)
See sections Business Conditions
and Preliminary Steps.
Finished Good MTS for
Discrete Industry (PD
planning)
Only use if you have activated the
building block Serial Number
Management (126).
with Serial no.; with / w/o
batch (FIFO strategy)
See sections Business Conditions
and Preliminary Steps.
Material
D*
Service Materials
See sections Business Conditions
and Preliminary Steps.
Material
S300
Repair Material
See sections Business Conditions
and Preliminary Steps.
Plant
1000(1100)
Storage
Location
1030/
1040(1130/
1140)
Shipping
Point
1000(1100)
Sales
organizatio
n
1000
Distribution
channel
10
Division
10
2.2 Business Conditions
The business process described in this Business Process Documentation is part of a bigger
chain of integrated business processes or scenarios. As a consequence, you must have
completed the following processes and fulfilled the following business conditions before you can
start going through this scenario:
Business condition
© SAP AG
Scenario
Page 6 of 33
SAP Best Practices
Sales: Period End Closing Operations (203): BPD
Business condition
Scenario
You have completed all relevant steps described in
the Business Process Documentation Prereq.
Process Steps (154).
Prereq. Process Steps (154)
2.3 Roles
Use
The following roles must have already been installed to test this scenario in the SAP Netweaver
Business Client (NWBC). The roles in this Business Process Documentation must be assigned
to the user or users testing this scenario. You only need these roles if you are using the NWBC
interface. You do not need these roles if you are using the standard SAP GUI.
Prerequisites
The business roles have been assigned to the user who is testing this scenario.
Business role
Technical name
Process step
Employee (Professional
User)
SAP_NBPR_EMPLOYEE_S
Assignment of this role
is necessary for basic
functionality.
Billing Administrator
SAP_NBPR_BILLING_S
Review Blocked Sales
Orders
Review Log of
Collective Invoice
Creation
Review Billing Due
List
Sales Administrator
SAP_NBPR_SALESPERSON_S
Review Incomplete
Sales Orders
Warehouse Clerk
SAP_NBPR_WAREHOUSECLERK_S
Review Sales Orders
Due for Delivery
Sales Administrator
SAP_NBPR_SALESPERSON_S
Review Log of
Collective Delivery
Creation
Warehouse Manager
SAP_NBPR_WAREHOUSEMANAGER_M
Review Log of
Collective Delivery
Creation
Review Incomplete SD
Documents
(Deliveries)
Accounts Receivable
Manager
SAP_NBPR_AR_CLERK_M
Review Sales
Documents Blocked
for Billing
Review List Blocked
(for accounting) Billing
Documents
Customs Agent
SAP_NBPR_CUSTOMSAGENT_S
Create Intrastat /
Extrastat
Product Cost Controller
SAP_NBPR_PRDCOST_CONTRLR_S
Calculation of Work In
Process (Service
© SAP AG
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SAP Best Practices
Business role
Sales: Period End Closing Operations (203): BPD
Technical name
Process step
Provider)
Settling the Sales
Order to Profitability
Analysis (Service
Provider)
Excise Clerk
SAP_NBPR_IN_EXCISECLERK_S
Update Registers
Extract Registers
Monthly Utilization
Generating ER1
Report
3
Process Overview Table
Process step
Business role
Transacti
on code
Reviewing
Blocked Sales
Orders
Billing Administrator
VKM1
Reviewing
Incomplete
Sales Orders
Sales Administrator
Reviewing
Sales
Documents
Blocked for
Delivery
Sales Administrator
Reviewing
Sales Orders
Due for
Delivery
Warehouse Clerk
Reviewing
Log of
Collective
Delivery
Creation
Warehouse Manager
V_SA
Reviewing
Incomplete
SD
Documents
(Deliveries)
Warehouse Manager
V_UC
Reviewing
Outbound
Deliveries for
Goods Issue
Warehouse Clerk
VL06O
© SAP AG
External
process
reference
Busines
s
conditio
n
Expected
results
(SAP_NBPR_BILLING_
S)
V.02
(SAP_NBPR_SALESP
ERSON_S)
VA14L
(SAP_NBPR_SALESP
ERSON_S)
VL10C
(SAP_NBPR_WAREH
OUSECLERK_S)
Page 8 of 33
SAP Best Practices
Process step
Sales: Period End Closing Operations (203): BPD
Business role
Transacti
on code
Reviewing
Sales
Documents
Blocked for
Billing
Billing Administrator
V23
Reviewing
Billing Due
List
Billing Administrator
VF04
Reviewing
Log of
Collective
Invoice
Creation
Billing Administrator
V.21
Reviewing List
Blocked (for
Accounting)
Billing
Documents
Accounts Receivable
Manager
VFX3
Calculation of
Work in
Process
(Service
Provider)
Product Cost Controller
KKAK
Settling the
Sales Order to
Profitability
Analysis
(Service
Provider)
Product Cost Controller
VA88
Update for
Initial Stock
Upload
Excise Clerk
J1I5
Update for
Stock
Uploading
from
Production
Excise Clerk
J1I5
Update for
Outgoing
Entry
Excise Clerk
J1I5
Extract
Registers
Excise Clerk
J2I5
Monthly
Utilization
Excise Clerk
J2IUN
Generating
ER 1 Report
Excise Clerk
J2IER1
© SAP AG
External
process
reference
Busines
s
conditio
n
Expected
results
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SAP Best Practices
4
Sales: Period End Closing Operations (203): BPD
Process Steps
4.1 Closing Operations
4.1.1
Reviewing Blocked Sales Orders
Use
The sales order failed the credit check. In this activity, you review blocked sales orders and
resolve any credit issues.
Frequency
Daily
Prerequisites
Sales orders are blocked due to credit check block.
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu
Logistics  Sales and Distribution  Credit Management
 Exceptions  Blocked SD Documents
Transaction code
VKM1
2. On the screen, make the following entries:
Field name
Description
User action and values
Credit control area
<Credit Control Area>
Credit account
1000XX
Comment
The relevant sold-to
party
3. Choose Execute.
4. Select a sales order to review.
5. To display the credit data for this customer, choose Environment  Credit Master Sheet.
Analyze the credit information, and resolve any credit issues that need to be handled.
6. Choose Back.
7. Select a sales order to be released, and then choose Release.
8. Choose Save.
9. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
1. Access the transaction choosing one of the following navigation options:
Business role
Billing Administrator
(SAP_NBPR_BILLING_S)
© SAP AG
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SAP Best Practices
Sales: Period End Closing Operations (203): BPD
Sales Credit Management
Business role menu
2. Select the tab page All Credit Blocked Orders.
3. Maintain the search criteria (by choosing Change Query) as follows and choose Apply:
Field name
Description
User action and values
Credit control area
<Credit Control Area>
Credit account
1000XX
Comment
The relevant sold-to party
4. Choose the sales order number to view the sales order.
5. To display the credit data for this customer, go to the tab page All Customer Credits and
enter the relevant search criteria. Select the customer and choose Customer Credit
Management Display.
6. Select the tab page All Credit Blocked Orders.
7. Select a sales order to be released, and then choose Release.
8. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).
Result
Sales orders that were blocked for credit reasons are now released when the customer situation
meets the credit approval requirements.
4.1.2
Reviewing Incomplete Sales Orders
Use
This activity displays a list of all incomplete documents that is based on the specified selection
criteria.
Frequency
Daily
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu
Logistics Sales and distribution Orders  Incomplete
Orders
Transaction code
V.02
2. Make the following entries in the Sales Organization data section:
Field name
Description
User action and values
Sales Org
Sales Org.
<Sales Organization>
Distribution Channel
Direct Sales
<Distribution Channel>
Division
Product Division
<Division>
Comment
3. Make the following entries in the Documents Information section:
© SAP AG
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SAP Best Practices
Field name
Sales: Period End Closing Operations (203): BPD
Description
Created by
User action and values
Comment
<blank>
In order to select any incomplete
sales order make no entries in this
field.
4. Choose Execute.
5. n the Incomplete SD Documents screen, select a sales order and choose Edit incompletion.
6. On the next screen choose Complete Data and the system will guide you to the incomplete
entry.
7. Maintain the missing details in the sales order.
8. Choose Save.
9. Choose Back.
10. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role
Sales Administrator
(SAP_NBPR_SALESPERSON_S)
Business role menu
Sales  Sales Orders  Sales Order Processing Sales
Documents Worklist
1. From the Active Queries of category Sales Orders choose the query Incomplete Orders
(refresh the current query if necessary).
2. Select a sales order and choose Change.
3. Select the Incompletion Log tab page to see what is missing in the sales order.
4. Maintain the missing details in the sales order and choose Save.
5. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).
Result
If no errors occurred the billing documents are created and the billing values are forwarded to
Financial Accounting.
4.1.3
Reviewing Sales Documents Blocked for Delivery
Use
It shows sales orders that are on credit hold and need to be released by the credit department.
Frequency
Daily
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
© SAP AG
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SAP Best Practices
Sales: Period End Closing Operations (203): BPD
SAP ECC menu
Logistics Sales and distribution Credit Management
Sales and Distribution Documents Sales and
distrib.documents blocked for delivery
Transaction code
VA14L
2. On the screen Sales Documents Blocked for Delivery screen, make the following entries in
the Organizat.Data section:
Field name
Description
User action and values
Sales Org
Sales Org.
<Sales Organization>
Distribution Channel
Direct Sales
<Distribution Channel>
Division
Product Division
<Division>
Comment
3. Choose Execute.
4. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
1. Access the transaction choosing one of the following navigation options:
Business role
Sales Administrator
(SAP_NBPR_SALESPERSON_S)
Business role menu
Sales  Sales Orders  Sales Order ProcessingSales
Documents Worklist
2. From the Active Queries of category Sales Orders choose the query Orders Blocked for
Delivery (refresh the current query if necessary).:
Field name
Created by:
Description
User action and values
Comment
*
* asterisk as wildcard
3. Choose Apply.
4. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).
Result
A list of Sales Orders blocked for delivery as a result of credit check.
4.1.4
Reviewing Sales Orders Due for Delivery
Use
Sales orders become due for delivery creation according to their schedule line. The schedule line
becomes due for shipping, when the material availability and the transportation scheduling
date for a schedule are reached.
Frequency
The frequency depends on the warehouse and shipping organization. The transaction can either
be processed repeatedly online or in batch during shipping hours. SAP recommends to process
the delivery due list at a minimum frequency of once a day.
© SAP AG
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SAP Best Practices
Sales: Period End Closing Operations (203): BPD
Procedure
Option 1: SAP Graphical User Interface (SAP GUI)
1. Access the transaction choosing one of the following navigation options:
SAP ECC menu
Logistics  Logistics Execution  Outbound Process 
Goods Issue for Outbound Delivery  Outbound Delivery
 Create  Collective Processing of Documents Due for
Delivery  Sales Order Items
Transaction code
VL10C
2. On the Sales Order Item screen, make the following entries:
Field name
Description
User action and values
Comment
Shipping point
1000
Delivery
creation dates
(From)
<enter delivery creation date>
The sales order item
delivery date must be
equal or greater than
the delivery creation
date (From)
Delivery
creation dates
(To)
<enter delivery creation date>
The sales order item
delivery date must be
equal or less than the
delivery creation date
(To)
3. Choose Execute.
4. Select your sales order and choose Create Delivery in the Background.
5. Set the Cursor on the line with the green light and choose the Details icon. In the dialog box
you see the number of the delivery which has been created.
6. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
1. Access the transaction choosing one of the following navigation options:
Business role
Warehouse Clerk
(SAP_NBPR_WAREHOUSECLERK_S)
Business role menu
Warehouse Management  Shipping  Outbound
Delivery
2. On the Delivery Due Orders page, make the following entries:
Field name
Shipping point
Description
User action and values
Comment
1000
3. Choose Apply.
4. Select your order and choose Creation in Background.
5. You can see message: Delivery <delivery number> created.
6. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).
© SAP AG
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SAP Best Practices
Sales: Period End Closing Operations (203): BPD
Result
Sales orders that were due for delivery creation are now turned into deliveries. If the creation
fails, a log entry will be generated.
4.1.5
Reviewing Log of Collective Delivery Creation
Use
This log provides the detailed reasons why a delivery creation has failed. Use this log to identify
the reasons and solve the issues.
Frequency
Daily
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu
Logistics → Sales and Distribution →Shipping and
transportation → Outbound Delivery → Lists and Logs →
Collective Processing Log
Transaction code
V_SA
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role
Warehouse Manager
(SAP_NBPR_WAREHOUSEMANAGER_M)
Warehouse Management  Warehouse Monitoring 
Monitor Outbound Delivery Process  Analysis Collective
Processing Outbound Deliveries
Business role menu
2. On the Log of Collective Run screen, make the following entries:
Field name
User action and values
Comment
L
Deliveries from vl04
On
For example, yesterday
From date
On
For example, today
To date
Type of coll. run
Description
3. Choose Execute.
4. In order to display the log choose Notes. (When the delivery documents created successfully,
there is no notes exist.)
5. To display the created delivery documents choose Documents.
6. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Or
Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).
Result
© SAP AG
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SAP Best Practices
Sales: Period End Closing Operations (203): BPD
Sales orders for which the delivery creation failed are filed in this log.
4.1.6
Reviewing Incomplete SD Documents (Deliveries)
Use
In this activity, you review sales orders that are not complete by using the applied incompletion
procedure.
Frequency
Daily
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu
Logistics → Sales and Distribution → Shipping and
transportation → Outbound Delivery → Lists and Logs →
Incomplete Outbound Deliveries
Transaction code
V_UC
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role
Warehouse Manager
(SAP_NBPR_WAREHOUSEMANAGER_M)
Business role menu
Warehouse Management  Warehouse Monitoring 
Monitor Outbound Delivery Process  List of Incomplete
Outbound Deliveries
2. On the Selection of Incomplete SD Documents screen, make the following entries:
Field name
Description
User action and values
Comment
SD document categ.
J
J – (Outbound)
Delivery
Sales Organization
<Sales Organization>
3. Choose Execute.
4. On the Selection of Incomplete SD Documents screen, select a delivery and choose
Change Document.
5. Maintain the missing details in the outbound delivery.
6. Choose Save.
7. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Or
Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).
Result
Outbound deliveries that were incomplete are now complete and may be processed further.
© SAP AG
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SAP Best Practices
4.1.7
Sales: Period End Closing Operations (203): BPD
Reviewing Outbound Deliveries for Goods Issue
Use
In this activity, you review deliveries that are due for goods issue.
Frequency
Daily
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu
Logistics  Logistics Execution  Outbound Process 
Goods Issue for Outbound Delivery  Outbound Delivery
 Lists and Logs  Outbound Delivery Monitor
Transaction code
VL06O
2. On the Outbound Delivery Monitor screen, choose For Goods Issue.
3. On the Outbound Deliveries for Goods Issue screen, make the following entries:
Field name
Description
Shipping
Point/Receiving
Pt
User action and values
Comment
<Shipping Point>
4. Choose Execute.
5. Mark the relevant delivery.
6. Choose Post Goods Issue. (Choose today’s date on the dialog box)
7. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
1. Access the transaction choosing one of the following navigation options:
Business role
Warehouse Clerk
(SAP_NBPR_WAREHOUSECLERK_S)
Business role menu
Warehouse Management  Shipping  Outbound
Delivery
2. Select the Due for Post Goods Issue tab page.
3. Expand Show Quick Maintenance or choose Change Query, enter the Shipping Point /
Receiving Pt: and choose Apply (refresh the current query if necessary).
4. Select your delivery.
5. Choose Goods Issue.
6. The system issues the message Delivery xxxxxxxx was posted as a goods issue
7. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).
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Result
The goods issue is posted.
4.1.8
Reviewing Sales Documents Blocked for Billing
Use
This log provides the detailed reasons why a delivery creation has failed. Use this log to identify
the reasons and solve the issues.
Frequency
Daily
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu
Logistics → Sales and Distribution → Sales → Information
System → Worklists → Sales Documents Blocked For
Billing
Transaction code
V23
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role
Billing Administrator
(SAP_NBPR_BILLING_S)
Sales  Billing → Sales Documents Blocked For Billing
Business role menu
2. On the SD Documents Blocked for Billing screen, make the following entries:
Field name
Description
User action and values
Comment
Entered by
<blank>
No entry in order to select
any blocked sales order
regardless of creator.
Sales organization
<Sales Organization>
Distribution channel
<Distribution Channel>
Division
<Division>
3. Choose Execute.
The system may issue the information message, Execute selection report
SDSPESTA first. Confirm this message.
4. To change / remove the header billing block from the sales order choose Edit sales doc and
make appropriate changes.
5. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Or
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Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).
Result
Sales orders that were blocked for billing may now be processed.
4.1.9
Reviewing Billing Due List
Use
When processing the billing due list, you do not need to enter the individual documents to be
invoiced. The system lists the documents to be invoiced on the basis of the selection criteria you
enter. It can also combine several deliveries in one invoice.
Frequency
Daily
Procedure
Option 1: SAP Graphical User Interface (SAP GUI)
1. Access the transaction choosing one of the following navigation options:
SAP ECC menu
Logistics  Sales and Distribution  Billing  Billing
Document  Process Billing Due List
Transaction code
VF04
2. On the Maintain Billing Due List screen, enter the relevant search criteria and in the
Documents to be selected area, choose Order- related, Delivery-related.
3. Choose Display Bill List.
4. Select the row with the sales order, and then choose Individual Billing Document.
5. Choose Save.
6. Choose Back to return to the SAP Easy Access screen (SAP GUI).
a) Individual Billing Documents
An individual billing document is created for all documents marked in the billing due
list. No combination is carried out. You branch to transaction VF01 for every
document selected. Any message is displayed during processing of the individual
document.
b) Collective Billing Documents
All documents marked in the billing due list are billed. The system tries to condense
them as much as possible. Processing of the selected documents is carried out in
the background. After processing of the documents, you return to the billing due list.
To display the (Error) log, choose Log Display.
On the next screen select the relevant group and choose Notes. Here, icons indicate
whether or not a document has been billed successfully.
To display the created billing documents choose Documents.
Alternatively check activity “Review Log of collective invoice creation”.
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c) Collective Billing Documents / Online
The system branches to the Create billing document function (transaction VF01).
The documents are condensed as far as possible according to the usual criteria. Any
message is displayed during processing of the individual document.
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
1. Access the transaction choosing one of the following navigation options:
Business role
Billing Administrator
(SAP_NBPR_BILLING_S)
Business role menu
Sales  Billing
2. On the Billing Due List tab page, expand Show Quick Criteria Maintenance or choose
Change Query, enter the relevant search criteria and choose Order- related, Deliveryrelated.
3. Choose Apply.
4. Select the sales order, and then choose Individual Billing Document.
5. Choose Save.
6. Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).
a) Individual Billing Document
An individual billing document is created for all documents marked in the billing due
list. No combination is carried out.
b) Billing in Background
All documents marked in the billing due list are billed. The system tries to condense
them as much as possible. Processing of the selected documents is carried out in
the background.
Result
If no errors occurred the billing documents are created and the billing values are forwarded to
Financial Accounting.
4.1.10
Reviewing Log of Collective Invoice Creation
Use
This log provides the detailed reasons why an invoice creation has failed. Use this log to identify
the reasons and solve the issues.
Frequency
Daily
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
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SAP ECC menu
Logistics → Sales and Distribution → Billing → Billing
Documents → Log of Collective Run
Transaction code
V.21
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role
Billing Administrator
(SAP_NBPR_BILLING_S)
Sales  Billing → Log of Collective Run
Business role menu
2. On the Log of Collective Run screen,,make the following entries:
Field name
Description
User action and values
Comment
F
Invoices from vf04
On
For example, yesterday
From date
On
For example, today
To date
Type of coll. run
3. Choose Execute.
4. To display the (Error) log choose Notes.
5. To display the created billing documents choose Documents.
6. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Or
Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).
Result
Sales orders / deliveries for which the billing creation failed are filed in this log.
4.1.11 Reviewing List Blocked (for Accounting) Billing
Documents
Use
This log provides the detailed reasons why a billing document is blocked for accounting. Use this
list to identify the reasons and solve the issues.
Frequency
Daily
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu
Logistics → Sales and Distribution → Billing → Billing
Document → Billing → Billing Document → Blocked Billing
Docs
Transaction code
VFX3
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Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role
Accounts Receivable Manager
(SAP_NBPR_AR_CLERK_M)
Accounts Receivable  Postings  Billing  Release
Blocked Billing Documents to Accounting
Business role menu
2. On the Release Billing Documents for Accounting screen, make the following entries:
Field name
Description
User action and values
Comment
Sales organization
<Sales Organization>
Created By
<blank>
No entry in order to
select any blocked
sales order regardless
of creator.
Created On
For example, yesterday
From date
Created On
For example, today
To date
3. Choose Execute.
4. Select a billing doc to be released and then choose Release to Accounting.
5. In order to display the (Error) log choose Notes.
6. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Or
Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).
Result
Billing documents that were blocked are now released respectively the reason why they are still
blocked is reported.
4.1.12
Calculation of Work in Process (Service Provider)
Use
Results analysis is used to evaluate the progress of sales orders on the basis of planned and
actual revenues and costs.
Procedure
1.
Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu
Logistics  Sales and Distribution  Sales  Product Cost by
Sales Order  Period-End Closing  Single Functions  Results
Analysis  Execute  Collective Processing
Transaction code
KKAK
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role
© SAP AG
Product Cost Controller
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(SAP_NBPR_PRDCOST_CONTRLR_S)
Business role menu
Product Cost Controlling  Periodic Processing  Results Analysis
 Actual Results Analysis: Sales Ordrs
2. The first time you access this transaction, the system displays the Set Controlling Area
dialog box. Enter 1000 in the Controlling Area field and choose Enter.
3. On the initial screen enter the following data:
Field name
Description
User action and values
Comment
Sales
Document
Type
YBC1, YBC2, YBC3,
YBO1, YBR1
Use Function Multiple
Selection to enter the
relevant sales
document type
Calculation to
period
Closed period
Enter Current period
in place of closed
period
Fiscal year
<current year>
Enter Current period
in place of closed
period
RA Version
0
Execution
Type
Choose option Calculate
Test run
Deselected
Log
Information
Messages
Selected
Output object
list
Selected
Hide orders
with 0 Value
Selected
To review WIP
without calculation,
select this checkbox.
4. Choose Execute. – Not recommended because of possible long runtime.
5. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Or
Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).
Recommendation
Run this process in the background:
1. Choose Background Processing in the Processing Options, and then choose
Execute.
2. On the Background Processing Options dialog box, choose Start Immediately.
Note the job number.
3. Choose Check.
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4. Choose Confirm.
5. On the Background Print Parameters dialog box, choose the Output device, and
then choose Continue.
6. Choose from the top of the screen the System, select it and then select the Own
Jobs line.
7. On the Job Overview screen, choose Jobname.
8. Choose Joblog to see the results.
Result
The system generates a report of WIP calculations for the selected sales orders.
4.1.13 Settling the Sales Order to Profitability Analysis
(Service Provider)
Use
The settlement process moves all revenues from the sales order to a controlling object for
profitability analysis. Use the activity 4.12 for the Service Scenarios.
Frequency
Settlement can occur on a periodic basis during the life of a sales order and/or upon completion
of all work.
Prerequisites
Settlement can occur on a periodic basis during the life of a sales order and/or upon completion
of all work.
Procedure
1.
Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu
Logistics  Sales and Distribution  Sales  Order 
Subsequent Functions  Settlement
Transaction code
VA88
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role
Product Cost Controller
(SAP_NBPR_PRDCOST_CONTRLR_S)
Business role menu
Product Cost Controlling  Periodic Processing 
Settlement  Actual Settlement: Sales Orders
2. The first time you access this transaction, the system displays the Set Controlling Area
dialog box. Enter 1000 in the Controlling Area field and choose Enter.
3. On the Actual Settlement: Sales Orders screen, make the following entries:
Field name
Description
User action and values
Sales
Document
Number of sales document
to be settled
Leave blank to settle all
relevant sales orders
© SAP AG
Comment
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Field name
Description
User action and values
Settlement
Period
Period to be settled
Current period
Fiscal Year
Year to be settled
Current year
Test Run
Key for simulation
Deselect
Comment
4. Choose Execute. Note the results on the subsequent screen Actual Settlement: Sales
Documents Basic List.
5. Choose Back to return to the SAP Easy Access menu.
6. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Or
Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).
Result
You have successfully settled the sales order revenues to the profitability analysis.
4.2 Update Registers
The steps Update Register, Extract and Utilization are not prerequisite for ER 1
Report , but if needed process flow should follow.
Use
After Creating Excise Invoice (J1IIN) , As per Indian Law, the excise authorities require you to
maintain (update) the following registers relating to excise duty RG1 , RG23A, RG23C, RG23D,
PLA. And it helps to keep record of all receipts and issues related to excisable materials.
Frequency
End of the month (Once in a month)
Procedure
4.2.1
Update for Initial Stock Upload
Prerequisites
When material coming from MIGO, Movement Type 561 (Initial Stock Upload).Then Process will
be,
But you need to maintain (update) with other movement types if it is being used
For Ex. Movement types 101, 102, 122, 123, 161, 162, 201,202, 261, 262, etc..
With classification ROP and RMA
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
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SAP ECC menu
J1ILN(India Localization Menu)  Indirect Taxes 
Registers  Excise Tax Update RG23A/C Issues and
RG1
Transaction code
J1I5
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role
Excise Clerk
(SAP_NBPR_IN_EXCISECLERK_S)
Business role menu
CIN Register Creation For RG23 and RG1
2. Select these fields
Field name
Description
User action and values
Company
1000
Plant
1000
Excise Group
Choose
Posting Date
For One Month
Movement
Type
561
Classification
ROP
Document
Entry Date
X
Registers
RG1
Comment
End Date should not
be the date in the
future
Select from RG
23RG 1 Tab
3. Choose F8 (Execute).Choose Enter to skip the warning messages.
4. Please choose Continue to confirm the Register dialog if any.
5. Select Line and choose Simulate (That line will be green).
6. Again select line and choose Create.
7. Repeat step 5-6 for all of records.
8. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Or
Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).
4.2.2
Update for Stock Uploading from Production
Prerequisites
When Stock is updating from production (confirmation), Movement Type 101.
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
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SAP ECC menu
J1ILN(India Localization Menu)  Indirect Taxes 
Registers  Excise Tax Update RG23A/C Issues and
RG1
Transaction code
J1I5
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role
Excise Clerk
(SAP_NBPR_IN_EXCISECLERK_S)
Business role menu
CIN Register Creation For RG23 and RG1
2. Select these fields
Field name
Description
User action and values
Comment
Company
1000
Chose
Plant
1000
Chose
Excise Group
21
Chose
Posting Date
For One Month
End Date should not
be the date in the
future
Movement
Type
101
Classification
RMA
Document
Entry Date
x
Registers
RG1
Select from RG
23RG 1 Tab
3. Choose F8 (Execute). Choose Enter to skip the warning messages.
4. Select Line and choose Simulate (That line will be green)
5. Again select line and choose Create.
6. Repeat step 4-5 for all of records.
7. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Or
Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).
4.2.3
Update for Outgoing Entry
Prerequisites
When Stock is going outside (PGI), Movement Type 601..
Procedure
1.
Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu
© SAP AG
J1ILN(India Localization Menu)  Indirect Taxes 
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Registers  Excise Tax Update RG23A/C Issues and
RG1
Transaction code
J1I5
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role
Excise Clerk
(SAP_NBPR_IN_EXCISECLERK_S)
Business role menu
2.
CIN Register Creation For RG23 and RG1
Select these fields
Field name
Description
User action and values
Comment
Company
1000
Chose
Plant
1000
Chose
Excise Group
21
Chose
Posting Date
For One Month
End Date should not
be the date in the
future
Movement
Type
601
Classification
IDH , IWE ,
IDH for domestic sale
IWE for Export sale
Document
Entry Date
x
Registers
RG1
3.
Choose F8 (Execute). Choose Enter to skip the warning messages.
4.
Select Line and choose Simulate (That line will be green).
5.
Again select line and choose Create.
6.
Repeat step 4-5 for all of records.
7.
Choose Back to return to the SAP Easy Access screen (SAP GUI).
Select from RG
23RG 1 Tab
Or
Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).
Result
Successfully register will get updated. (Processing over for xxx no. of records).
If register is not updated properly then you can not extract those registers.
Utmost care has to be taken while updating the Registers, once entries are updated
in wrong Indicator of Receipt or Issue, the same can not be reversed and will have a
impact on accounting in Excise Registers.
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4.3 Extract Registers
Use
After Updating Registers, Need to Extract RG1 , RG23A, RG23C, RG23D, PLA registers.
This activity is performed to summarize all updated entries.
If already extracted, system will ask for confirmation of Re-Extraction. choose yes
button, and system will overwrite the data. You can also Display the last extracted
date..
Frequency Procedure
End of the month (Once in a month)
Procedure
1.
Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu
J1ILN(India Localization Menu)  Indirect Taxes  Registers 
Excise Tax Extract
Transaction code
J2I5
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role
Excise Clerk
(SAP_NBPR_IN_EXCISECLERK_S)
Business role menu
2.
CIN Extract
On the Excise Registers Extraction screen, make the following entries and choose Execute:
Field name
Description
User action and values
Comment
Excise group
21
or 51
Start date
from
Chose
End date
to
Chose
Select
Registers
Select any Registers
Registers
RG23A PART l, ll /
RG23C PART l, ll / PLA
/
RG23D / RG1
3.
Choose Continue to confirm the Register dialog.
4.
Choose Back to return to the SAP Easy Access screen (SAP GUI).
Select one by one
and execute or at a
time those you need
to extract.
Or
Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).
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Result
Registers successfully Extracted
System will display the register extracted with OK button.
If register is not updated properly then you can not extract those registers and
system will display with ‘x’ red mark and register name.
4.4 Monthly Utilization
Use
After Updating Registers, We can do Utilization Before extract or after extract the Registers.
CENVAT utilization refers to utilizing the Excise duties which we have availed during Purchase
(i.e. for the Raw Materials) in RG23A/C register against the Excise payable at the time of sales.
It is monthly activity which will be done by the first week of every month (I.e. utilization done for
the Previous month).
Frequency Procedure
End of the month (Once in a month)
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu
J1ILN(India Localization Menu)  Indirect Taxes  Sales/Outbound
Movements  Fortnightly Payment
Transaction code
J2IUN
Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role
Excise Clerk
(SAP_NBPR_IN_EXCISECLERK_S)
Business role menu
CIN Monthly utilization
2. On the Monthly Utilization screen, make the following entries:
Field name
Description
User action and values
Comment
Company Code
1000
Chose
Plant
1000
Chose
Excise Group
21
Chose
Period From
<First day of current month>
To
<Current Date>
Pay Cen from
Cen& Ser tax CR
Select
3. Choose Execute and you will get three duties (BED, ECS, SECS) and these all are in red
cross.
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4. Select first line item, choose select duty tab so you can see utilization for BED, mansion
amount in utilized column (For EX. 1000) and enter. That red cross will become green.
5. Now select second line, choose select duty tab so you can see utilization for ECS, mansion
amount in utilized column (For EX. 100) and enter. That red cross will become green.
6. Then select third line, choose select duty tab so you can see utilization for SECS, mansion
amount in utilized column (For EX. 50) and enter. That red cross will become green.
7. Then choose simulate I-con (button).
8. Choose Save.
9. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Or
Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).
Result
You have done CENVAT utilization successfully.
Using the above transaction we utilize the the Purchase side Excise accounts (
BED,ECS & SECS) against the Excise Payable accounts ( Excise duty Payable at
the time of Sales).
You are saving this document means posting, and you can check these posted
document in this transaction code (FB03).
4.5
Generating ER 1 Report
Use
After Updating, Extracting Registers and Utilization, you can generate ER 1 Report which is
excise monthly return for availing CENVAT.
E.R.-1 to be filled with excise authorities, by all the assesses (as defined under Central Excise
Act) on a monthly basis for production and removal of goods and other relevant particulars and
CENVAT credit.
To Run ER 1 Report, the steps Update Register, Extract and Utilization are not
prerequisite but if needed process flow should follow.
Frequency Procedure
End of the month (Once in a month)
Procedure
1. Access the transaction choosing one of the following navigation options:
Option 1: SAP Graphical User Interface (SAP GUI)
SAP ECC menu
N/A
Transaction code
J2IER1
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Option 2: SAP NetWeaver Business Client (SAP NWBC) via Business Role
Business role
Excise Clerk
(SAP_NBPR_IN_EXCISECLERK_S)
Business role menu
CIN Monthly ER1 Report
2. On the initial screen, make the following entries:
Field name
Description
User action and values
Comment
Excise group
21
Chose
Plant
1000
Chose
Report Period
From – To
From: First day of
current month.
To: Last day of
current month.
Details
Select one by one
3. Select one by one option from Details tab and Choose Execute and get a print for this.
4. Choose Back to return to the SAP Easy Access screen (SAP GUI).
Or
Choose Exit (Shift+F3) and confirm the Business client message with Yes to return to SAP
Home (SAP NetWeaver Business Client).
Result
Now ER 1 fulfills requirement, i.e. Monthly Return which is need to be submitted to Excise
Authorities every month end.
5
Appendix
5.1 Reversal of Process Steps
In the following section, you can find the most common reversal steps, which you can take to
reverse some of the activities described in this document.
Review Blocked Sales Orders
Transaction code ( SAP GUI)
VKM1
Reversal:
Review Blocked Sales Orders
Transaction code ( SAP GUI)
VKM2
Business role
Billing Administrator
Business role menu
Sales  Credit Management  Released SD
Documents
Comment
Create Intrastat / Extrastat
Transaction code ( SAP GUI)
© SAP AG
ENGR
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Reversal:
Change Intrastat / Extrastat
Transaction code ( SAP GUI)
ENGR
Business role
Customs Agent
Business role menu
Foreign Trade  Foreign Trade/Customs  Periodic
Declarations
Comment
Actual Settlement Sales Orders
Transaction code ( SAP GUI)
VA88
Reversal:
Actual Settlement: Sales Orders
Transaction code ( SAP GUI)
VA88
Business role
Product Cost Controller
Business role menu
Product Cost Controlling  Periodic Processing 
Settlement  Actual Settlement: Sales Orders
Comment
Select menu: Settlement  Reverse
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