SOP_BG_01/2018_Annexure II

USER MANUAL FOR

MONITORING BANK GUARANTEE
THROUGH SAP SYSTEM

AIRPORTS AUTHORITY OF INDIA

 Bank Guarantee User Manual

INDEX
Particulars Page#

01)_Customer Bank Guarantee Creation ......................................................................................................................................... 2

02)_Vendor Bank Guarantee Creation ............................................................................................................................................ 4

03)_Display Bank Guarantee Document ............................................................................................................................................. 8

04)_Change Bank Guarantee Document ............................................................................................................................................ 9

05)_Extension of Bank Guarantee Document ................................................................................................................................... 11

06)_Closure of Bank Guarantee Document ...................................................................................................................................... 13

07)_Bank Guarantee Report ............................................................................................................................................................ 14

08)_Early Watch Report ................................................................................................................................................................... 15

09)_BG Layout ................................................................................................................................................................................. 16

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01)_Customer Bank Guarantee Creation
Run T-Code: ZBGC01

Please fill the required information.

BG Details:
 BG Number: BG number which you have received.
 BG Issue Date: Date on which BG was issued.
 Expiry Date: Date on which BG will be expired.
 Claim Period: Date on which BG grace period will be finished.
 Posting Date: Date on which the BG is being posted.
 Amount: BG Amount.
 Currency: BG Currency.

Bank Details:
 Issuing Bank: Bank name of BG.
 Branch: Location of Bank
 IFSC Code: IFSC code of Bank.

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 Bank Confirmation: If you have Bank Confirmation then select “Y” or If you
do not have Bank Confirmation then select “N”.
 Confirmation Date: If you have Bank Confirmation then this date will be
visible to select the date.
 Address: Address of Bank.
 Approver 1: Name of Bank Employee who approved first.
 Approver 1 Emp Id: Employee Id of employee.
 Email Address 1: Email Id of employee.
 Approver 2: Name of Bank Employee who approved second.
 Approver 2 Emp Id: Employee Id of employee.
 Email Address 2: Email id of employee.

Contract Number:
 Contract Number: Contract Number against Bank Guarantee.
 PO Number: PO Number against which the BG was issued.
 Contract Details: Details of the Contract.
 Purpose of BG: Ex: BG/FDR-Traffic/BG/FDR-Non-Traffic/BG/FDR-SD-Revenue-
EMD/BG/FDR-Non-Cargo Operation.
 Customer: Customer Code against which the BG was given. If SAP does not
have Customer code and this is first time Customer then you may select ONE
TIME CUSTOMER (will be shared one-time customer code) for the time being,
till the time new vendor is created.
 If you select Customer which is already in data base of SAP then other
information of Customer will come automatically.

Department:
 Profit Center: Here you need to select the location of BG, for which location
this BG is given.
 User Department: Please Select you Department Name.
 Cost Center: This will be populated automatically.

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 Document Location: Enter the location name where all the documents of BG
are kept.
 Customer Department: Enter the department name who is having customer
of the BG.
 Email Address 1: AAI Employee email id 1.
 Email Address 2: AAI Employee email id 2.

In the below of the screen there is option to create attachment, where you may click
and attach the documents of BG.

Once all the information is entered and attachment is attached then you may post
the BG and then system will generate SAP document no which you may have for
future reference.

02)_Vendor Bank Guarantee Creation

Run T-Code: ZBGV01

Please fill the required information.

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BG Details:
 BG Number:
 BG Issue Date: Date on which BG was issued.
 Expiry Date: Date on which BG will be expired.
 Claim Period: Date on which grace period will be ended.
 Posting Date: Date on which the BG is being posted.
 Amount: BG Amount.
 Currency: BG Currency.

Bank Details:
 Issuing Bank: Bank name of BG.
 Branch: Location of Bank
 IFSC Code: IFSC code of Bank.
 Bank Confirmation: If you have Bank Confirmation then select “Y” or If you do
not have Bank Confirmation then select “N”.
 Confirmation Date: If you have Bank Confirmation then this date will be
visible to select the date.
 Address: Address of Bank.
 Approver 1: Name of Bank Employee who approved first.
 Approver 1 Emp Id: Employee Id of employee.
 Email Address 1: Email Id of employee.
 Approver 2: Name of Bank Employee who approved second.
 Approver 2: Emp Id: Employee Id of employee.
 Email Address 2: Email id of employee.

Contract Number:
 Contract Number: Contract Number against Bank Guarantee.
 PO Number: PO Number against which the BG was issued.
 Contract Details: Details of the Contract.
 Purpose of BG: Ex: BG/FDR-Exp-Performance Guarant / BG/FDR-SD-Exp-
Security Deposit/ BG/FDR-SD-Exp-EMD/ BG/FDR-Exp-Liquidated Damages.

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 Vendor: Vendor Code against which the BG was given. If SAP does not have
Vendor code and this is first time vendor then you may select ONE TIME
VENDOR (Will be shared the one-time vendor code) for the time being, till
the time new vendor is created.
 If you select vendor which is already in data base of SAP then other
information of Vendor will come automatically.

Department:
 Profit Center: Here you need to select the location of BG, for which location
this BG is given.
 User Department: Please select you Department name.
 Cost Center: This will be populated automatically.
 Document Location: Enter the location name where all the documents of BG
are kept.
 Customer Department: Enter the department name who is having customer
of the BG.
 Email Address 1: AAI Employee email id 1.
 Email Address 2: AAI Employee email id 2.

In the below of the screen there is option to create attachment, where you may click
and attach the documents of BG.

Once all the information is entered and attachment is attached then you may post
the BG and then system will generate SAP document (SAP Notes Item) which you
may have for future reference.
FBL1N: Vendor Line Item Display
FBL5N: Customer Line Item Display
To display open BG on vendor/customer ledger

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03)_Display Bank Guarantee Document
Run T-Code: ZBG03

 Please enter the company code, SAP Document Number & Fiscal Year.
 Or you may do F4 on document no field and select the document no from
search list.

 Double click on the document no and then enter.

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  Now you can see all the information of BG document.
 There are two highlighted option Send Email/Print, If you click on Send Email
then this BG information will be sent to all the email ids which are
mentioned in the BG, And if you print then you may take the print of the BG.

04)_Change Bank Guarantee Document

Run T-Code: ZBG02

 Please enter the company code, SAP Document Number & Fiscal Year.
 Or you may do F4 on document no field and select the document no from
search list.
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  Double click on the document no and then enter.

 Now you have some information which you may change.

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  And if you want to attach more document that is also you may do in this
screen.
Once you change & attach more document if any then you may save the BG.

05)_Extension of Bank Guarantee Document

Run T-Code: ZBG04

 Please enter the company code, SAP Document Number & Fiscal Year.
 Or you may do F4 on document no field and select the document no from
search list.

 Double click on the document no and then enter.

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  After selecting the document no you have fields which can be changed in
Extension Details tab.
 Approver1: Bank employee Name
 Approver1 Emp Id: Bank Employee id
 BG Extension Date: Date on which the BG is extended.
 Approver2: Bank Employee Name.
 Approver 2 Emp Id: Bank Employee Id
 New Expiry Date: New BG expiry date. (This date should be greater than
earlier BG expiry date).
 Bank Confirmation: N: If you do not have bank confirmation than N or If you
have bank confirmation then select Y and once you select Y then
confirmation date will be opened to select.
 Claim Period: Claim Date which should be greater than new expiry date.
 In the below of Extension Details tab you have history of BG extension
changes which you double click on the history line item than all the
information will populate automatically as below screen shot.

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  In this screen also, you have option to attach more documents also.
Once you fill all the information and attach document if any than you click
on Extend BG, than new information will saved.

06)_Closure of Bank Guarantee Document

Run T-Code: ZBG05

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During closing process, user may select following options for closing a BG
document:
 Surrender of BG
 Encashment of BG
 Expiry of BG

07)_Bank Guarantee Report

Run T-Code: ZBG_REP

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Multiple selection parameters are provided for getting the BG register. BG report
may be generated mainly using following selection parameter:
 Department: User or Custody
 Airport
 Customer
 Vendor
 Expiry Date Range

08)_Early Watch Report

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09)_BG Layout

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