V1.470
Aug 2004
English
Excise Opening Balance
Uploading
Business Process Procedure
SAP AG
Neurottstr. 16
69190 Walldorf
Germany
SAP Best Practices
Excise Opening Balance Uploading: BPP
Copyright
© Copyright 2004 SAP AG. All rights reserved.
No part of this publication may be reproduced or transmitted in any form or for any purpose without the express
permission of SAP AG. The information contained herein may be changed without prior notice.
Some software products marketed by SAP AG and its distributors contain proprietary software components of
other software vendors.
Microsoft, Windows, Outlook, and PowerPoint are registered trademarks of Microsoft Corporation.
IBM, DB2, DB2 Universal Database, OS/2, Parallel Sysplex, MVS/ESA, AIX, S/390, AS/400, OS/390, OS/400,
iSeries, pSeries, xSeries, zSeries, z/OS, AFP, Intelligent Miner, WebSphere, Netfinity, Tivoli, and Informix are
trademarks or registered trademarks of IBM Corporation in the United States and/or other countries.
Oracle is a registered trademark of Oracle Corporation.
UNIX, X/Open, OSF/1, and Motif are registered trademarks of the Open Group.
Citrix, ICA, Program Neighborhood, MetaFrame, WinFrame, VideoFrame, and MultiWin are trademarks or
registered trademarks of Citrix Systems, Inc.
HTML, XML, XHTML and W3C are trademarks or registered trademarks of W3C®, World Wide Web
Consortium, Massachusetts Institute of Technology.
Java is a registered trademark of Sun Microsystems, Inc.
JavaScript is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and
implemented by Netscape.
MaxDB is a trademark of MySQL AB, Sweden.
SAP, R/3, mySAP, mySAP.com, xApps, xApp, and other SAP products and services mentioned herein as well
as their respective logos are trademarks or registered trademarks of SAP AG in Germany and in several other
countries all over the world. All other product and service names mentioned are the trademarks of their
respective companies. Data contained in this document serves informational purposes only. National product
specifications may vary.
These materials are subject to change without notice. These materials are provided by SAP AG and its affiliated
companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and
SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP
Group products and services are those that are set forth in the express warranty statements accompanying
such products and services, if any. Nothing herein should be construed as constituting an additional warranty.
© SAP AG
Page 2 of 14
SAP Best Practices
Excise Opening Balance Uploading: BPP
Icons
Icon
Meaning
Caution
Example
Note
Recommendation
Syntax
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.
Example text
Exact user entry. These are words or characters that you enter in the
system exactly as they appear in the documentation.
<Example text>
Variable user entry. Pointed brackets indicate that you replace these
words and characters with appropriate entries.
© SAP AG
Page 3 of 14
SAP Best Practices
Excise Opening Balance Uploading: BPP
Abbreviations
R
Required entry field
(used in the end-user procedures)
O
Optional entry field
(used in the end-user procedures)
C
Conditional field
(used in the end-user procedures)
© SAP AG
Page 4 of 14
SAP Best Practices
Excise Opening Balance Uploading: BPP
Contents
Excise Opening Balance Uploading ..................................................................................................... 6
RG23A Part II and PLA Registers updation .................................................................................. 8
RG23C Part II .............................................................................................................................. 11
RG23C On Hold .......................................................................................................................... 13
© SAP AG
Page 5 of 14
SAP Best Practices
Excise Opening Balance Uploading: BPP
Excise Opening Balance Uploading
This Business Process Procedure is also included in Building Block J94. But due to the change of
tax settings, we should use this BPP instead of the original one in J94.
RG23A and RG23C Part I Registers updation
Use
Before going live of any project normally you will be uploading initial stocks by using 561 movement
in SAP system. In Indian business scenario if the said material is subject to excise duty then we
need to update Part 1 register with the stock.
Using this activity, you can update the receipts of into RG23A Part I and RG23C Part I,
Registers by select the radio button option.
Prerequisites
Initial stocks must have been uploaded into system by 561movement and for such materials all CIN
details (J1ID) like Chapter ID, Material and Chapter ID combination and CENVAT Determination
should have been maintained.
Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu
Country India User Menu  Indirect Taxes  Registers 
Excise Tax  Update RG23A/C Issues and RG1
Transaction code
J1I5
2. On the Update of Registers RG1 and RG23(Part1) screen, make the following entries:
Field name
Description
R/O /C
User
action
and
values
Company
Code
Company Code
R
BP01
Plant
Plant – for which RG1
Register is being maintained
R
BP01
Excise Group
Excise Group for which RG1
register is being maintained
R
10
Material
Document
Material document number
O
<enter the
material
© SAP AG
Comment
561 Movement Material
document number
Page 6 of 14
SAP Best Practices
Excise Opening Balance Uploading: BPP
Number
document
number>
Document
Year
Material document year
O
Posting Date
Date of Material document
Posted
R
Enter the
Material
Document
Posting
Date
Movement
Type
Movement Type used for
posting the materials
O
561
Storage
Location
Storage location used for
posting the material
movements
O
Material
Material number to update
the RG1 Register
O
Document
Date
Document date of the
material document
O
Batch
Batch number of the
materials
O
Stock Type
Stock Type declared
O
Rule
Excise Classification Rule
O
Classification
Pre-defined Classifications
R
ROP
Receipts
ROP-Receipt from
outside under any other
provision
RG23/ RG1
RG23 / RG1 updation date
R
Select the
appropriat
e radio
button to
update the
Register.
Please
select the
document
entry date
radio
button
Date to be considered by
the system for updation of
Register
Select the
RG23A or
RG23C
radio
buttons
Choose any one of
Registers
Register to update
R
Material document year
Document Entry date
Document posting date
System date
RG23A Part1
RG23C Pat1
For this transaction
Please choose enter and ignore any messages.
© SAP AG
Page 7 of 14
SAP Best Practices
Excise Opening Balance Uploading: BPP
3. System will display the ‘Update of Registers RG1 and RG23 (Part1’) screen:
Displays all the line items to meet the selection criteria to update the Register.
4. Select the line items which needs to be updated to Register by selecting the check box at the
beginning of the each line item
5. Simulate the selection by using the Simulate function or use Shift+F10 to simulate the selection
6. System will display the selection Green or Red Traffic lights. The line items which can be
updated will be displayed with Green Traffic Lights and the line items which can not be updated
will be displayed with Red Traffic Lights.
7. After selecting the right documents select the line item and choose the Register Entry button to
update the Register or use Ctrl+Shit+F11 to make register entry.
Please perform step 7 only once, because if you perform two or three times, the system
will generate two or three times in register which may not required.
8. To see the changes you need to extract the respective register by transaction code J2I5 and
print utility program by transaction code J2I6 as per the BPP mentioned above.
RG23A Part II and PLA Registers updation
Use
Before going live of any project normally you will be uploading initial balances by using FI
transactions in SAP system. By the time client go-live there might be some opening balance in
RG23A Part II and PLA registers.
Using this activity, you can update the receipts of into RG23A Part II and PLA Registers by
select the respective register button option.
This transaction involves Direct Table Entries so, please be careful when you are doing
this transaction. You have to do this activity before Extracting (J2I5) transaction i.e. there
should not be any entries in J_2IACCBAL table. If they are exists you can delete them and
make the following transaction and then Extract (J2I5) again.
Please do note that this is purely manual transaction system does not have any control or
validations in this i.e. system will cross check with any other entry.
© SAP AG
Page 8 of 14
SAP Best Practices
Excise Opening Balance Uploading: BPP
Prerequisites
All CIN customization must have completed.
Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu
Tools  ABAP Workbench  Development  ABAP
Dictionary
Transaction code
SE11
2. On the ABAP Directory: Initial Screen, make the following entries.
3. Choose J_2IACCBAL against Database Table filed and choose Display (F7) icon to enter into
table.
4. On Dictionary: Display Table screen, choose Utilities  Table contents  Create Entries from
Menu bar and make the following entries:
Field name
Description
R/O /C
User action and
values
Comment
MANDT
Client
O
Leave it blank
Grayed out by system, sys
will give client number.
EXGRP
Excise Group
O
10
Choose appropriate excise
group
REGISTER
Data element for
Register n
O
RG23ABED for
RG23A BED
register
You can choose the
appropriate register listed
at the bottom.
DATUM
Date
O
<Enter month
end date>
For example if you are
going live from
01.01.2004, then you must
enter the last day of
previous month i.e. 31.12.
2003. When you extract
register the date range
should be from 01.01.2004
to 31.01.2004.
30.04.2004
WERKS
Plant
O
Leave it blank
OP BAL
Basic duty (OP BAL)
O
Leave it blank
CL BAL
Basic duty (CL BAL)
O
9999.99
for example INR
EXAMT
Basic duty (EXAMT)
O
Leave it blank
EXIND
Extract Indicator
O
Leave it blank
USNAM
User name
O
Enter you user ID
CPUDT
Entry Date
O
Entry date
© SAP AG
Enter the closing balance
as on 31.12.2003
Date on which you are
Page 9 of 14
SAP Best Practices
Excise Opening Balance Uploading: BPP
31.12.2003
CPUTM
Entry time
O
making entry
Enter time
The following are Data elements for Registers:
RG23ABED, RG23ASED, RG23AAED, RG23CBED, RG23CSED, RG23CAED, PLABED, PLASED,
PLAAED, PLACESS.
5. After making table entries save the entries by choosing Save icon or Ctrl + S.
Please do remember that this is only a direct table entry of opening balance, system does not
check the actual FI entries. You need to make an appropriate FI entry to suitable to above
transaction. An example is give below for your reference:
You can use F-02 transaction code to pass the following FI entry:
RG23A Part II Account
DR
To Initial balances clearing a/c
Or
PLA BED Account
DR
To Initial balances clearing a/c
You can choose any appropriate accounting entry which is suitable to client.
6. After making table entry if you want to see you can extract register by using J2I5 transaction
code (as explained 1.2.1 and 1.2.2). But you need to remember the extraction date should be
01.01.2004 to 31.01.2004 as you have given closing balance as on 31.12.2003.
7. Extraction is possible only if there are some transactions (actual incoming excise invoices). That
is to say you can extract register only after your first actual CIN transaction in system (other than
opening balance).
The same process can be followed for PLA register also.
Result
© SAP AG
Page 10 of 14
SAP Best Practices
Excise Opening Balance Uploading: BPP
Table entry for RG23A Part II is made.
RG23C Part II
Use
To upload the opening balance in RG23C Part II.
This transaction involves Direct Table Entries so, please be careful when you are doing this
transaction. You have to do this activity before Extracting (J2I5) transaction i.e. there
should not be any entries in J_2IACCBAL table, except the balances of RG23A Part II and
PLA balance as mentioned above. If they are exists you can delete them and make the
following transaction and then Extract (J2I5) again.
Please do note that this is purely manual transaction system does not have any control or
validations in this i.e. system will cross check with any other entry.
The RG23C is for CENVAT credit on capital goods. Hence in this step you upload only the
balance in the RG23C Part II. The RG23C balance on hold will not be uploaded in the table.
The balance will remain in the FI books as a balance in a GL account. When this credit for
the ‘On hold’ balance is due, it will be transferred to RG23C Part II using Excise JV
(transaction code J1IH).
Prerequisites
All CIN customization must have completed.
Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu
Tools  ABAP Workbench  Development  ABAP
Dictionary
Transaction code
SE11
2. On the ABAP Directory: Initial Screen, make the following entries.
3. Choose J_2IACCBAL against Database Table filed and choose Display (F7) icon to enter into
table.
4. On Dictionary: Display Table screen, choose Utilities  Table contents  Create Entries from
Menu bar and make the following entries:
Field name
Description
R/O /C
User action and
values
Comment
MANDT
Client
O
Leave it blank
Grayed out by system, sys
will give client number.
© SAP AG
Page 11 of 14
SAP Best Practices
Excise Opening Balance Uploading: BPP
EXGRP
Excise Group
O
10
Choose appropriate excise
group
REGISTER
Data element for
Register n
O
RG23CBED for
RG23C BED
register
You can choose the
appropriate register listed
at the bottom.
DATUM
Date
O
<Enter month
end date>
For example if you are
going live from
01.01.2004, then you must
enter the last day of
previous month i.e. 31.12.
2003. When you extract
register the date range
should be from 01.01.2004
to 31.01.2004.
30.04.2004
WERKS
Plant
O
Leave it blank
OP BAL
Basic duty (OP BAL)
O
Leave it blank
CL BAL
Basic duty (CL BAL)
O
9999.99
for example INR
EXAMT
Basic duty (EXAMT)
O
Leave it blank
EXIND
Extract Indicator
O
Leave it blank
USNAM
User name
O
Enter you user ID
CPUDT
Entry Date
O
Entry date
31.12.2003
CPUTM
Entry time
O
Enter the closing balance
as on 31.12.2003
Date on which you are
making entry
Enter time
The following are Data elements for Registers is available for RG23C Part II.
RG23CBED, RG23CSED, RG23CAED.
5. After making table entries save the entries by choosing Save icon or Ctrl + S.
Please do remember that this is only a direct table entry of opening balance, system does not
check the actual FI entries. You need to make an appropriate FI entry to suitable to above
transaction. An example is give below for your reference:
You can use F-02 transaction code to pass the following FI entry:
RG23C Part II Account
DR
To Initial balances clearing a/c
You can choose any appropriate accounting entry which is suitable to client.
© SAP AG
Page 12 of 14
SAP Best Practices
Excise Opening Balance Uploading: BPP
6. After making table entry if you want to see you can extract register by using J2I5 transaction
code (as explained 1.2.1 and 1.2.2). But you need to remember the extraction date should be
01.01.2004 to 31.01.2004 as you have given closing balance as on 31.12.2003.
7. Extraction is possible only if there are some transactions (actual incoming excise invoices). That
is to say you can extract register only after your first actual CIN transaction in system (other than
opening balance).
The same process can be followed for PLA register also.
Result
Table entry for RG23C Part II is made.
RG23C On Hold
Use
When capital purchases are made which are eligible for CENVAT, RG23C(Part II) will be credited
with only 50% of the CENVAT. The balance 50% will be CENVAT on Hold.
The CENVAT on hold opening balance is not to be uploaded into Excise Register. It will remain as a
balance in GL A/c for CENVAT on hold (Account No. 24930000 in chart of Accounts CAIN).
In the new year when the credit for the CENVAT on hold is due the credit is taken using excise JV.
The procedure for this is as follows, assuming CENVAT on Hold credit to be taken into RG23C
(BED) is to be taken for Rs. 100.00
Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 Menu
Indirect Taxes  Excise JV  Create
Transaction code
J1IH
2. On the Excise JV – Main Menu screen choose Additional Excise.
3. On the Create Excise JV – Initial Screen (Diff Excise Posting) screen make the following entries:
Field name
© SAP AG
Description
User action and
values
Comment
Document Number
A
Enter any dummy entry
Page 13 of 14
SAP Best Practices
Excise Opening Balance Uploading: BPP
Document year
Current year
Company Code
BP01
Plant
BP01
Excise group
10
Sub-transaction
OH
Modvat Account
Selection
RG23C
Example 2004
4. Choose Enter to continue.
5. On the Create Excise JV – Details wrt to exc inv A 2004 for diff exc post Screen make the
following entries:
Field name
Description
User action and
values
Document Date
Today’s date
Posting date
Date on which to
Post
BED Amount
200.00
Comment
Enter twice the amount of
credit to be taken
6. Choose Determine GL accounts.
System determines the GL accounts automatically in the dialog box Excise JV – G/L Account
Determination. No changes to be made. Choose Enter.
7. Choose Save or Crtl+S.
Result
System issues a message successfully created with reference of the documents created. Following
Accounting entry is pass
Itm
PK
Account short
Account text
Assignment Tax code Amount
1
50 24930000 CENVAT hold
V0
-200
2
40 24930000 CENVAT hold
V0
100
3
40 24850000 CENVAT CapBED
20040603 V0
100
RG23C (Part II) is credited for Rs. 100.00
© SAP AG
Page 14 of 14