Objective and Scope

1.1. Objective of this Operation

This document describes in detail how to perform the operations through Z1M_IT_ZITA transaction for creation of sales orders regarding goods leaving the warehouse.

"ZITA" was born from the necessity to apply a method homogeneous for all users, that SAP did not predicted to allow the follow in real time the handling of materials. 

In the plant it is useful to speed the registration of the operations, to check and the printing of the transport document that follows the materials with complete bound and unbound data based on SAP master data and helps to control data continuously and in real time using customizing and own database linked to standard modules MM / PM / FI / CO.  It was  also adopted to simplify accounting operations.

1.2. Scope

This procedure is only applicable for company 0270 in Italy, in ERP Solvay environment PF1. 
Solutions mentioned here do not apply to other countries. 

2. Definitions

NA

3. Tasks description

3.1. Periodicity

This procedure must be done monthly, staring D-2 collecting the proforma invoice numbers and D+1 by performing the necessary accounting operations.

3.2. Responsibilities

Finance Operations Responsibilities:

• Accounting Platform is responsible for the launching of the Z1M_IT_ZITA transaction (from step 3.3. and 3.4 of this procedure).

Plant Responsibilities:

• Maintenance of the tables;

• Ensure the execution of step 3.5 of this procedure (this is because of some access/transaction limitations).

3.3. I understand the principles of ZITA process

“ZITA” is organized based on the type of Operation, the main motive for the issue of the “DDT”, the Transport Document that is a document required by Italian law on the transport of goods, which in various cases has replaced a previous document called the "delivery note.

Every month there are documents issued for the sale of various materials (crushed stone, iron and steel scrap, grain, etc.) with specific conditions (transport, payment, price and expected quantity) and they are recorded under the heading "Sales Documents" .
Each document is assigned an annual progressive numbering.

It can be broken down into:

◆ Departures without Return (Transfers, Sending for disposal and scrapping, Returns for replacement, etc.);
◆ Exit with Return (C / Processing, Vision, Deposit and Use Loan);
◆ Free Sales and Transfers;
◆ Returns to Third Parties (from ENTRY documents from Third Parties in C / Processing, Vision, Deposit and Use Loan).

It includes the following functions:

◆ OUTPUTS
◆ RETURN
◆ REVENUE
◆ SALES DOCUMENTS
◆ ACCOUNTING SALES
◆ Customizing FUNCTIONS, User authorizations and Internal Numbering Management and Typographic (DDT or EICAM)
◆ REPORTING

Transaction Z1M_IT_ZITA presents the following screen:

Our activity consists in checking and, if necessary, complete the sales document with the necessary information to invoice (the material code associated with the VAT code and with the Order CO).

The documents prepared in this way will support the exit document with the purpose of sale both for the compilation of the DDT and for the accounting.

3.3.1 I collect data from the shipping agent

Before month end (around D-2/D-1) you will need to contact the shipping agent Ezio Chiappe,Srl, via email Rosignano.Chiappe@solvay.com to obtain the number of pro forma invoices issued during the month. 

3.3.2 I prepare the data before issuing the self invoicing 

3.3.2.1 Z1M_IT_ZIVM - Exclude DDT 

The DDT documents indicated by the shipping agent should be exclude from the procedure. It will be necessary to operate this exclusion manually by adding the proforma invoice number and issuing date to the DDT.

Open transaction Z1M_IT_ZITA, choose VENDITE CONTABITI (CTA) and select Z1M_IT_ZIVM to modify:

It will open a new screen and you will have to add the following details:

1. Division ROA for entity 0270
2. Esercizio + Anno: date of DDT issue 
3. Nr. DDT: see shipping agent's response -  DDT number 

Press enter and all details available will appear in the screen:

The next step is to add in fields in blank the proforma number and date of issue:

As soon as you copy the data, press the "save" key.

After saving the document, a message appears: 

Press enter twice.

The DDT is invoiced, so it will not appear in the DDT list of documents to be invoiced. 

3.3.2.2 Z1M_IT_ZIVA - Resume of all delivery notes

Open transaction Z1M_IT_ZITA; choose VENDITE CONTABITI (CTA) and select Z1M_IT_ZIVA to process the accounting sales.

Once inside you will have to:

  - Add the company 0270 in field Società;

  - Then press "Aggiornamento Mensile" button available on the top

The following message will appear: 

Confirm by clicking  

The following message will appear: 

1.    Check that the period is correct and corresponds to the current month;

2.    If it is correct press NO, otherwise press YES and change the period. 

The other option is normally used when something from the past month has remained to invoice then will appear the previous period and in this case you should select YES to change the period and generate the sales order. 

Normally all the data is processed with in the correspondent month.

3.4 I run Z1M_IT_ZIVA: Free sampling and issuing of self invoices

Open transaction Z1M_IT_ZITA; choose VENDITE CONTABITI (CTA) and select Z1M_IT_ZIVA to process the accounting sales.

Once inside you will have to:

  - Add the company 0270 in field Società;

  - Then press "CESSIONI GRATUITE" button 

In the next display we shall see the DDT list of documents still to be invoiced. It appears as follow:

After all data is there press "enter" and the yellow symbol Δ should turn a green symbol  if it is to be processed: 

The following steps consists in:

1. Select all lines visible using button
2. Then click Attivare (Enabling) button
3. And to finalize Generating the SBDC fatture (generate batch input session) button

At this point the procedure asks for confirmation of the invoice date: 

If the proposed date is correct press the "confermare" button, otherwise change the date manually.

After confirming the following screen appear indicating the number of batch inputs created: 

Press this key: 

It will jump to the transaction and the following screen than appears:

Select the batch session created "FB01-FATT" and press the "process" key in mode display only errors. 
The posting of the self-invoice will be done automatically, to visualize it open the account number 2740000000 through the transaction FBL3N and search for doc type C1. 

Take note of the document number C1 generated, you will need it in the next step.

3.4.1 I run Z1M_IT_ZIVA: Free sampling and issuing of self invoices - print and archive pdf

Open transaction Z1M_IT_ZITA; choose VENDITE CONTABITI (CTA) and select Z1M_IT_ZIV3 to print the self -invoicing.

Press the Z1M_IT_ZIV3 transaction key: the following screen appears: 

You will have to enter the

• Company
• self-invoicing document number processed in the previous step
• year of issue 

Press the "Execute" button: 

An image of the self-invoicing document appears, and then it will be necessary to proceed as follows:

1. Printing the document in PDF format  Print  ZPDF > add your email address;
2. SAP sends the invoice to your mail (it can take some minutes);
3. Attach the pdf to the SAP document processed in the previous step for optical storage.

3.4.2 I clear GL accounts

The process ends with the balancing of:

• Account 2740000000 - transaction F-03;
• Costumer account 400002; transaction F-32 or FB05. 

          Choose the customer account select the information concerned to the self billing generated and use account 6470000000 – (NON –DEDUCTIBLE VAT ON FREE SUPPLIES) with cost center XU800CPFIN. 

3.5. I run Z1M_IT_ZITA: Goods leaving the warehouse with a DDT for order processing

At the end of the month we will resume all the delivery notes for each sales document and will authorize the creation of the standard sales order with automatic VA01 for final accounting. The final outcome is generation of a CROCO Invoice.

Launch the Z1M_IT_ZITA transaction and the following display appears

Enter Company code
Press key: Ordini di Lavorazione

The following display with the DDT document list for invoicing to our BICARJET client appears: 

DDTs are always presented in red cell because there are still the following elements to be added:

1. Sales document issued by the Purchasing Office n°2004000021
2. The position of the sales document on the basis of the material description, that have different prices  check in Z1M_IT_ZIV4  Ordine di Lavorazione  Visualizzare. Then insert 2004000021 and click on "Dettaglio Posizioni", Select the position corresponding to the material that should be invoiced

Press enter until cells go green: 

1. Press "activate" key 
2. Press the "sales order creation "key 

The following screen appears: 

1. Invoice date updating
2. Press " confirm"
   
   

After confirming the following screen appears with the following message: 

Unit measurement KG must be modified in AF

Press "enter "and a display with an error message appears: 

Modify the unit measurement in AF in PDIV line: 

Press "enter" and this display appears: 

End of document.