ORACLE APPLICATIONS

WHITE PAPER Financials for India Excise Invoice Number Generation Options And Setups

Prepared by Author: Naveen Kumar Vaddadi FCA Support Creation Date: 28-Mar-09 Last Updated: 29-May-09 Control Number: 1.01 Version: 1.02 Copyright (C) 1995 Oracle Corporation All Rights Reserved Product Design and Architecture

Excise Invoice Number Generation White Paper Ver 1.02

Table of Content
1.Scope. .............................................................................................................................................. 3

Defining Excise Invoice Number Generation........................................................................3

2.Introduction...................................................................................................................................... 3

Organization Structure under Central Excise Act .................................................................3

3.Organization structure Overview.................................................................................................... 4 ......................................................................................................... 4

Summary Organization structure...........................................................................................4

4. Setup Checklist for Excise Invoice Generation............................................................................5 5. Methods of Generating Excise Invoice.......................................................................................... 5

5.1. Excise Invoice generation at EC Code............................................................................6 5.1.a Setups required at Organization Additional Information..........................................6 5.1.b Setting up Master Organization with Location.......................................................10 5.1.c Set up at Child Organizations with Null location...................................................14 5.1.d Set up at Child Organization with location.............................................................15 5.1.e Bond Register Setup ...............................................................................................17 5.2. Excise invoice generation for one unit (At inventory organization level)....................17 5.2.a. Set up at Organization with Null location..............................................................18 5.2.b Setup at Organization with location........................................................................23 5.2.c Bond Register Setup................................................................................................24 5.3 Having common excise invoice number for some order types and different for some order types:...........................................................................................................................26 5.4 Other ways of generating excise invoice number..........................................................29 5.4.a. RG1 Manual Entry Form.......................................................................................29 5.4.b RG23A Manual Entry Form...................................................................................30 5.4.c. Pre Printed Excise Invoice Numbers......................................................................31 5.4.d. Excise Invoice number for Return To Vendor Transaction...................................32
6.Concurrent Programs Pertaining to Excise ................................................................................33 7. Things need to be taken care at year-end...................................................................................35 8 Additional sources......................................................................................................................... 35

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1.Scope.
Defining Excise Invoice Number Generation This feature can be used to automate the Excise Invoice document sequence generation. You can setup a document sequence for the combination of Transaction Type, Order/Invoice Type and Register Type. You can define an alpha/numeric value which would be prefixed to the number series generated for each excise invoice. The setup would be restricted to the Order/Invoice Types for which it is created. For all other Excise Invoices which are created using Order/Invoice Types for which setup has not been made, the system uses the default number series. This would be a numeric series, starting with 1, incremented by one. The sequence would be different for each Organization/location and the nature of clearance. Within the organization, the sequence would be different for the Domestic clearances and Export Clearances. Before defining the user definable prefixes and excise invoice numbers, setup needs to be done in define Bond register where the user needs to associate an Order type for all transactions Order Management module and Transaction source for all transactions from Accounts Receivable module. The Order type and transaction source will be associated with different type of excise removals (like domestic with excise, Bond, Export with excise etc.). Only after associating an Order type/Transaction source with an excise related transaction type, user should define the user definable prefixes and excise invoice numbers in this region.

The current White Paper covers various methods of generating the excise invoice numbers, and setups required for the same. Apart from this; steps that need to be taken care at the year-end have also been covered.

2.Introduction.
Organization Structure under Central Excise Act Central Excise is a federal tax controlled by the Central Excise Department and is only applicable for an excise-registered manufacturer or an excise-registered dealer. A Central Excise Registration is required for each physical location (licensed premises). Excise registration is always based on a physical location. The Excise Department will identify each physical location with a unique Excise Control Code Number (ECC Number). For the purposes of tax reporting, the following information needs to be recorded. Each excise-registered location will be responsible for complying with excise regulations and need to maintain separate set of excise related records. Tax settlement, tax credit tracking, tax payments etc

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1 2 3 4 5

1. ECC Number (Excise Control Code Number) 2. Type of registration (manufacturer/1st stage dealer or 2nd stage dealer) 3. Name and address of the Excise Range Office that has jurisdiction over the registered physical premises 4. Name and address of the Excise Divisional Office that has jurisdiction over the registered physical premises 5. Name and address of the Excise Commissionarate that has jurisdiction over the registered physical premises

3.Organization structure Overview. Below example will help us in understanding various methods of generation of excise invoice number. Vision India Limited has multiple manufacturing facilities located at different places. All these units are registered under Central Excise.

Vision India Limited

Video System OU1

Audio System OU2

Color Televisions-IO1 DVD/VCD-IO2

Multi CD MP 3 Systems IO5

VCR/VCP-IO3

Summary Organization structure

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Organization Location IO1, IO2, IO3 IO5

EC Code

Commissionerate Division Range 1V V Hyderabad Hyderabad

Hyderabad ECC123VNKORA Hyderabad Hyderabad ECC124VNKORA Hyderabad

Note: Following are the details of the Manufacturing Locations and the corresponding Excise Registration details: 1 1. Inventory Organization 1,2 and 3 (i.e., IO1, IO2 and IO3) are located in the same factory having common physical location, address and having common Excise invoice generation. 2 2. Inventory Organization 5 (Multi CD MP 3 Systems IO5) is having only one unit with one Inventory org.

4. Setup Checklist for Excise Invoice Generation Steps Required In Oracle India Inventory Step No Required Step Title Step 1.1 Required Define Organization Additional Information Step 1.2 Optional Define Trading Registration Details Step 1.2 Required Define Accounts Information for Organization Step 1.4 Required Define Tax Calendar Step 1.5 Optional Define Excise Invoice Generation Step 2 Required Define Sub Inventory Locations Step 3 Required Define Item Localization Information Step 4 Required Define Tax Codes Steps Required In Oracle India Payables Step 5 Required Define Excise Authorities Steps Required In Oracle India Order Management Step 6 Required Define Bond Registers Step 7 Optional Define Assessable Price Lists Steps Required In Oracle India Receivables Step 8 Required Customer Additional Information

5. Methods of Generating Excise Invoice.

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Excise Invoice Generation for Manufacturing/Trading Unit:1. Excise Invoice generation at EC Code 2. Excise invoice generation for one unit (At Inventory Organization level) 3. Having common excise invoice number for sum order types and different for some order types. 5.1. Excise Invoice generation at EC Code Consider the Example of Vision India Video Systems, which has three manufacturing units, two of located in the same Physical Location. The Color Televisions division, DVD/VCD and VCR/VCP units are located at Hyderabad under same Commissionarate. As three organizations (i.e., Color Televisions division, DVD/VCD and VCR/VCP) are defined within the same excise registered premises, for having common excise invoice number generation, setup a dummy organization as Master Org i.e. Color Televisions Division IO1_Dummy as the Master Organization for the Excise entity located at Hyderabad. While, choose Color Televisions Division, DVD/VCD and the VCR/VCP Divisions as the child organization. Organization, which is defined, as dummy inventory organization, needs to be created as Master Organization and ensure no transactions are done in this. This is to ensure that the Master Organization is used only for reporting purposes and no transactions are done at the reporting entity level i.e., Dummy Org level. However if organization doesnt want to have reporting organization then there is no need to define dummy organization; existing organization and location itself can be marked as Master.

5.1.a Setups required at Organization Additional Information.

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Following are the steps to complete the Additional Organization Information for Vision Color Television, DVD/VCD and VCR/VCP units: 5.1.a Setup at Master Organization with Null Location.

Navigation: India Local Inventory Setup Organizations Additional Information Field Description Name Location Master Org Flag Master Organization EC Code Excise Invoice At EC Code Tax Calendar Type Required Blank Blank Blank Required Blank Required Action Pick Keep Field Blank Keep Field Blank Keep Field Blank Fill Keep Field Blank Click Description Pick up name of the organization from the LOV Setup on above form to be done twice - one with out location and other with location Should not be enabled Should not be enabled Important: This Field will make organization as Manufacturing organization. Should not be enabled Clicking on this button will open tax calendar form

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Field Description Active Year Start Date End Date Open Next Year

Type Required Required Required Required Optional

Action Current Year should be enabled Fill the year Fill the Date in MM/DD/YYYY Fill the Date in MM/DD/YYYY This button needs to be clicked once the 31-March Is closed Click on the button

Description Flag indicates Active fin year Define Year in YYYY format This should be Start date of Financial year ie. Apr-1-YYYY This should be End date of Financial year i.e., Mar-31-YYYY Once new Fin Year is opened, transactions cannot be done in old period. Fresh setups need to be done for excise invoice generation for the new year. Optional setup, this setup is required only if there is specific requirement for Excise Invoice generation like adding prefix or specific start number

Excise Generation

Optional

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Field Description Transaction Type

Type Optional

Action Pick up from LOV

Description Setups on this form need to be done only if there is any specific requirement like adding prefix and start number. Pick up Domestic as shown in the screen shots. Once the transaction type is given as Domestic, this Field will get defaulted. Once the transaction type is given as Domestic, this Field will get defaulted. This can be an alphanumeric value. Describe Start number Normally this would be 1 Max Invoice number, till which n numbers it should generate.

Order/Invoice Type Register Code Prefix Start Number Jump By End Number

Optional Optional Optional Required Optional Optional

Default Default Add Manually Add Manually Add Manually Add Manually

5.1.b Setting up Master Organization with Location.

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- Dummy

Navigation: India Local Inventory Setup Organization Additional Information

Field Description Name Location Master Org Flag Master organization EC Code Excise Invoice At EC Code Tax Calendar Type Required Required Required Blank Required Blank Required Pick Pick Up Location Enable Check box Keep Field Blank Fill Enable the check box Click Action Description Pick up the name of the organization from the LOV Pick up the name of the location from the LOV This identifies organization as Master organization. If Master organization flag is enabled keep this field blank Ensure the EC code given at the null location is defaulted here. On enabling this check box, Excise Invoice sequence will be maintained at the EC code level. Click on the tax calendar button to get the excise generation form.

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Field Description Year

Type Required

Action Fill the year

Description Ensure the year mentioned in the null location is getting defaulted on to the organization with location fields. Normally this should be Financial year ie. Apr-1-YYYY Normally this should be Financial year ie. Mar-31-YYYY Flag indicates Active fin year Once new Fin Year is opened, transactions cannot be done in the old period. Fresh setups need to be done for excise invoice generation for the new year. Optional setup, this setup is required only if there is specific requirement for excise invoice generation like Adding Prefix or start number etc. If there is any specific requirement, pick up values as shown in the screen shots and add prefix.

Start Date End Date Active Open Next Year

Required Required Required Optional

Fill the Date in format MM/DD/YYYY Fill the Date in format MM/DD/YYYY Current Year should be enabled This tab needs to be clicked once the 31-March Is closed Click on the tab

Excise Generation

Optional

Transaction Type

Optional

Pick up from LOV

Note: Things that need to be taken care at Master organization (Dummy). Ensure the Setups done for Excise generation at Organization Null location flow to Organization and location combination, if it has not flown then the same setups need to be done manually. Ensure Fields Prefix and Start numbers are same for organization null location as well as organization location. Set up on Excise Generation form is optional, if no setup is done on this form, then Excise Invoice will be generated based on GP1 for Domestic & GP2 for Export Before doing setup in the Excise Generation form, appropriate setups need to be done in the Define Bond register form for the order types. Order types defined in ONT Transaction type in Order Management (OM) module as well as transaction types defined at Receivables (AR) module will get defaulted in the Bond register form as well as in Order/Invoice type fields in organization additional information form.

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5.1.c Set up at Child Organizations with Null location. Below setups needs to be done at the child organization, similar setups needs to be done for all other child organizations associated with the dummy master organization.

Note: Ensure the setups done at the child organization for tax calendar and excise generation tab is same as Master Organization Field Type Action Description Description Name Required Pick Pick up name of the organization from the LOV Location Blank Keep Field Setup needs to be done twice Blank once with out Location and other with location Master Org Blank Keep Field Should not enable Flag Blank Master Blank Keep Field Should not enable organization Blank EC Code Required Fill Important: This field will make organization as Manufacturing organization.

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Excise Invoice At EC Code Tax Calendar

Blank Required

Keep Field Blank Click

Should not enable Clicking on this form will open Year definition form as well as excise invoice sequence definition form, the setups on this form should be same as defined at the dummy organization level.

5.1.d Set up at Child Organization with location.

- Dummy

Note: Ensure the setups existing at Master organization have flown to the tax calendar and excise generation tab. Same setups need to be performed for all other Child organizations.

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Field Description Name Location Master Org Flag Master organization EC Code Excise Invoice At EC Code Tax Calendar

Type Required Required Blank Required Required Blank Required Pick

Action

Description Pick up Organization name from the LOV Pick up Location from the LOV Should not enable this check box, as the organization is child organization. Pick up relevant master organization from the LOV Ensure the EC code given at the Master Organization null location is defaulted here. Should not enable this check box. Click on the tax calendar button to get the Calendar definition, ensure the details of calendar and the Excise generation details have been defaulted from the master organization, if not defaulted the same needs to be defined manually.

Pick Up Location Blank Pick Up Fill Blank Click

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5.1.e Bond Register Setup

- Dummy

Navigation: India Local Receivables: Setup: Registers: Define Bond Register Field Description Organization Location Register Type Order / Invoice Info Type Required Required Required Required Pick Pick Pick Pick Action Description Master Organization need to be pick up from the LOV Location of master organization need to be picked up from the LOV Pick up Domestic_Excise Pick up all the Order/Invoice types for which common sequence is required

5.2. Excise invoice generation for one unit (At inventory organization level) Considering the same Example of Vision India Video Systems. Now we will see how to define a setup for the organizations where excise invoice number required at inventory organization level

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5.2.a. Set up at Organization with Null location.

Field Description Name Location Master Org Flag Master organization EC Code Excise Invoice At EC Code Tax Calendar

Type Required Blank Blank Blank Required Blank Required Pick

Action

Description Pick up name of the organization from the LOV Setup needs to be done twice once without Location and other with location Should not enable Should not enable On filling information in this field the organization should be marked as Manufacturing organization. Should not enable Clicking on this form will open Tax Calendar Information form below

Keep Field Blank Keep Field Blank Keep Field Blank Fill Keep Field Blank Click

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Field Description Year

Type Required

Action Fill the year

Description Ensure the year mentioned in the null location is getting defaulted on to the organization with location fields. Normally this should be Financial year i.e. Apr-1-YYYY Normally this should be Financial year i.e. 31-Mar-XX Flag indicates Active fin year Once new Fin Year is opened, transactions cannot be done in old period. The setups done on excise generation tab will get removed; fresh setups need to be done every year. Optional setup, this setup is required only if there is specific requirement for excise invoice generation, like Adding Prefix or start number etc.

Start Date End Date Active Open Next Year

Required Required Required Optional

Fill the Date in MM/DD/YYYY Fill the Date in MM/DD/YYYY Current Year should be enabled This tab needs to be clicked once the 31-March Is closed Click on the tab

Excise Generation

Optional

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Field Description Transaction Type Order / Invoice Type

Type Required Required

Action Pick up from LOV Pick up from LOV

Description Check on the list of transaction types given below. Based on value selected in Transaction Type, the values are populated in this Field. Order ONT Transaction Types Invoice Transaction types defined in AR Domestic Domestic (defaults) Register codes at Bond register level will populate in this Field. Code starts with Trading as prefix pertains to trading organization and remaining are the Manufacturing organization. Domestic with out excise is not supported Domestic Domestic (defaults) This can be alphanumeric value. Desired Start number Normally this would be 1 Max Invoice number, which will generate.

Register Code

Required

Pick up from LOV

Prefix Start Number Jump By End Number

Optional Required Optional Optional

Add Manually Add Manually Add Manually Add Manually

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Transaction types & its use Transaction Type Invoice Meaning On selecting this option in combination with the Invoice Type, the Excise Invoice number would be based on the definition specified for this record in Organization additional information form On selecting this option in combination with the Order Type, the Excise Invoice number is generated. The document sequence defined here would be applicable to excise invoice numbers generated for a Return to Vendor Transaction. Not Applicable The document sequence defined here would be applicable to excise invoice numbers generated for a Domestic transaction This would be applicable to all the Order/Invoice Types that are on the Define Bond Register setup form. On selecting this option in combination with the Order Type, the Excise Invoice number is generated for Export transaction. The document sequence defined here would be applicable to excise invoice numbers generated for an Export Transaction. This would be applicable to all the Order/Invoice Types that are on the Define Bond Register: Chosen for the Organization/ Location with the Register Type as Domestic with Export And This Order Type is not chosen in the Excise creation in Organization additional information India Localization screen for the Organization, Location. Based on option selected in Transaction type Field the LOV will be having relevant values, e.g. on selecting Order in Transaction type Field, the Order types will display. Values what so ever appearing on the Bond register form for register type will displayed here, user needs to ensure that the value picked up in excise generation screen as well bond register screen should be same.

Order Return To Vendor (RTV) Return Material Authorization (RMA) Domestic

Export

Domestic Export

Order/Invoice Type Register Code

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Important Note: Excise Invoice Generation happens for combination of Transaction Type and Order/Invoice Type. Above setup is optional: If nothing is been defined on Excise Invoice Generation Screen, then auto generated system numbers will be allotted to the Excise Invoice as stipulated under Rule 52 A of the Central Excise Rules (one sequence for domestic transactions and another for exports i.e., in this Default sequence the start number will be only numeric 1 without having any prefix)

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5.2.b Setup at Organization with location.

123531

Field Description Name Location Master Org Flag Master organization EC Code Excise Invoice At EC Code Tax Calendar

Type Required Required Required Blank Required Blank Required Pick

Action

Description Pick up name of the organization from the LOV Pick up name of the location from the LOV This indicates organization as a Master organization. Should not enable Ensure the EC code given at the null location is defaulted here. Keep this field blank Click on the tax calendar button to get the excise generation form. Ensure setups done at null location have been defaulted

Pick Up Location Enable Check box Keep Field Blank Fill Blank Click

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5.2.c Bond Register Setup.

Navigation: India Local Order Management : Setup : Registers : Define Bond Register

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Field Description Organization Location Register Type Order / Invoice Info

Type Required Required Required Required Pick Pick Pick Pick

Action

Description Organization needs to be selected from the LOV Location of the organization needs to be selected from the LOV Select Domestic_Excise Select all the Order/Invoice types for which sequence is required

5.3 Having common excise invoice number for some order types and different for some order types: If Organization is having 5 order types out of which four may be having common prefixes or sequence for Excise Invoice and remaining one order type may be having different sequence. For achieving this, the following setups are required at the organization additional information level.

5.3.a Set up at Organization with location.

123531

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Field Description Transaction Type

Type Optional

Action Pick up from LOV

Description Pick up Domestic as shown in the screen shots, for the order type having common sequence and for the other order type for which separate sequence is required, add second line as shown in the screen shot. Once the transaction type is given as Domestic this Field will be defaulted. And for the order type, for which separate sequence is required, add manually. Once the transaction type is given as Domestic this Field will get defaulted and for the order type, separate sequence is to be added manually. This can be alphanumeric value. Desired Start number Normally this would be One Max Invoice number, which will generate.

Order/Invoice Type

Optional

Default

Register Code

Optional

Default

Prefix Start Number Jump By End Number

Optional Required Optional Optional

Add Manually Add Manually Add Manually Add Manually

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5.4 Other ways of generating excise invoice number 5.4.a. RG1 Manual Entry Form 5.4.b. Pre Printed Excise Invoice Numbers 5.4.c. Excise Invoice number for RTV Transaction 5.4.d. Excise Invoice number for Return To Vendor Transaction 5.4.a. RG1 Manual Entry Form

Navigation: India Local Inventory: Transactions: RG Registers: RG1 Register Entry Important fields that need to be entered: Field Description Generate Excise Invoice Type Required Action Enable Description This flag needs to be enabled for getting the excise invoice number Once the Form has been saved, this number will get generated automatically

Invoice No

Required

Automatic Number

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5.4.b RG23A Manual Entry Form

Navigation: India Local Inventory: Transactions: RG Registers : RG23 Register Entry Important fields that need to be entered: Field Description Transaction Type Type Required Action Enable Description Excise Invoice will get generated based on transaction type This flag needs to be enabled for getting the excise invoice number

Generate Excise Invoice

Required

Enable

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5.4.c. Pre Printed Excise Invoice Numbers You can enter your pre printed excise invoice numbers against each delivery. Such numbers can be alpha numeric in nature. It is also possible that a delivery may be printed on more than one pre printed invoice. For such cases, option has been provided to enter from and to numbers so that the same is recorded in the system for future reference.

India Local Order Management: Shipping: Ship Confirm (Localized) Important field that needs to be entered: Field Description Pre Print Inv Nos. Type Optional Action Enter Description On clicking on Pre Print Inv No tab, separate form opens where in manual excise invoice can be entered

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5.4.d. Excise Invoice number for Return To Vendor Transaction

Important fields that need to be entered:

Field Description RMA Number Type Required Action Fill Manually Description The value given here will help in running the report India Return to Vendor. Pick up India Return to vendor and enter Y to get the excise invoice Number

DFF

Required

Pick up Context

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6.Concurrent Programs Pertaining to Excise A. India Excise Invoice Generation concurrent India Excise Invoice Generation This is a mandatory concurrent program (if you are using excise type of localization taxes), which based on the Delivery id (optional) results in generation of Excise Invoice number against the delivery and also hits the excise registers. This has to be scheduled to run after Inventory interface and Order Management Interface and prior to Auto invoice. This report does not generate any printable output.

Note: 1) This concurrent needs to be setup as incompatible with it self. If the same is not done and multiple users run it with blank Delivery_id, it would result in skipping Excise invoice numbers or alternatively hitting the Excise register multiple times for the same delivery.

.
2) This concurrent should be scheduled with blank Delivery id, which would pick and process all available deliveries. This is to be run with Delivery_id for specific cases, where debug log is required for any issue being reported. 3) In case the users run it with delivery_id as a part of the process, then the concurrent needs to be scheduled to run at least once a day without Delivery_id to ensure that any records skipped get Excise Invoice numbers for the same day. Failure to do this will result in sequencing issues when compared to excise invoice dates.

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4) The concurrent will process only those deliveries that are OM interfaced and Inventory interfaced. 5) This concurrent is for generating excise invoice number and accounting thereof. This is not expected to generate any output. 6) This concurrent needs to be run prior to Autoinvoice import if you expect to see the Excise invoice number in AR Localization tables. B. India Excise Duty Recalculation: This is an optional concurrent program that enables you to recalculate Excise Duty attached to unshipped orders, if there is a change in the assessable value of items. Excise duty recalculation is done for those unshipped orders that satisfy the input criteria. This report does not generate any printable output. You can use this program to recalculate the Excise duty and all dependent taxes on Open Sales Orders. The excise duty is recalculated to reflect the latest Assessable Price applicable to the items included in the transaction respectively. Using this feature, you can eliminate manual effort required to update all Open Sales Orders to reflect changes in Assessable Prices. C. India Return to vendor report: This report will give excise invoice number for the Return to vendor transaction D.India Importing Excise/VAT Invoice Numbers in AR This concurrent will populate excise and vat invoice numbers in AR workbench.

E. India - Commercial Invoice for OM Report This Report gives you the commercial Invoice with Excise Invoice Number, Excise Details for a Sales order against each delivery. F. India Forecast Excise Amount in RG Registers Gives the Forecast for CENVAT and PLA Payments for a given Organization, Location Combination from as of date to entered date G. India Excise/VAT Invoice Template A template has been given to print the Excise and VAT invoice.

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7. Things need to be taken care at year-end. On clicking the Open Next year option on the Organization additional information screen, the setups done at the excise generation form disappear. To avoid set up issues please follow the steps outlined below: o o o Take screen shots of the Excise Generation setups before clicking on open next year button on organization additional information form. Do new setups after opening next year referencing the screenshots captured earlier. Ensure the button Open Next Year is clicked only after 31st March transactions have been completed. It is highly recommended to first do the setups in test and then migrate the solution to production to avoid any setup issues.

Ensure the year is opened only after doing RG consolidation, system will not allow RG consolidation to be performed in previous fin year once new fin year is opened.

8 Additional sources. Please refer to the following Metalink Notes for additional details: Note # 557374.1: Oracle Financials for India Web cast on Excise and Customs

Note # 471249.1: Documentation repository for

Oracle Financials for India Implementation Guide Oracle Financials for India - India Localization IN60107 URM Note # 340169.1: How to Get Latest India Localization Patch set / functionality.

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