Gas & Oil Pakistan Limited

Business Process Design (BPD)

Sales & Distribution – Sales Return Order

Processing (BPML # SD-SO-003)
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PROJECT IDENTIFICATION

Project Name
GO Excellence
Customer Name
Gas & Oil Pakistan Ltd.
SAP Project Manager Customer Project Manager
Abdus Samad Shahid Ashfaq

DOCUMENT IDENTIFICATION

Author Document Location (repository/path/name)

Hasan Muhammad Anwar GO Project Office
Version Status Date (YYYY-MM-DD)
2.0 Final 31.07.2019

REVISION HISTORY

Version Date Description

1.0 June 24th ,2019 Business Process Design # SD-SO-003
2.0 July 31st, 2019 Added Multiple Plants & Shipping Points

2
REVIEW AND APPROVAL

Hasan Ali Hamdani Date (YYYY-MM-DD)

GM Sales & Marketing – BPO SAP SD

Gulraiz Ahmed Date (YYYY-MM-DD)

SAP SD Power User
Manager, Business Analytics

Ahsan Iftikhar Date (YYYY-MM-DD)

SAP SD Power User
Assistant Manager, Finance

Hasan Muhammad Anwar Date (YYYY-MM-DD)

SAP Consultant – Sales & Distribution

Abdus Samad Date (YYYY-MM-DD)

Siemens Project Manager

Shahid Ashfaq Date (YYYY-MM-DD)

Gas & Oil Project Manager

3
REVIEW AND APPROVAL

Zeeshan Tayyab Date (YYYY-MM-DD)

COO - GO

Afsar Aamer Ali Date (YYYY-MM-DD)

Head of Finance – GO

Zain Jaffery Date (YYYY-MM-DD)

DGM Finance & Company Secretary - GO

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TABLE OF CONTENTS
LEGEND ............................................................................................................................................................ 6
PROCESS DESCRIPTION................................................................................................................................ 7
Business Process Requirements ................................................................................................................... 7
Business Process Description ....................................................................................................................... 7
Business Process Diagrams .......................................................................................................................... 8
Process Step Detailed Requirements & Solution ......................................................................................... 9
Locations Where this Business Process is Performed ............................................................................... 9
Operational Decisions or Logic within the Process .................................................................................... 9
Integration Points .......................................................................................................................................... 11
Potential Future Process Improvements (out of scope for this implementation) .................................. 11
FUNCTIONAL SOLUTION DESIGN ............................................................................................................... 12
Organization Structure Considerations ...................................................................................................... 12
Master Data Considerations (including all relevant data relationships) .................................................. 20
System Configuration Considerations ........................................................................................................ 20
TECHNICAL/DEVELOPMENT RELATED ITEMS ......................................................................................... 21
Workflow ......................................................................................................................................................... 21
Reporting (operational and analytical) ........................................................................................................ 21
Interfaces ........................................................................................................................................................ 22
Enhancements ............................................................................................................................................... 22
Output (e.g. Forms) ....................................................................................................................................... 22
Modifications .................................................................................................................................................. 23

5
LEGEND

The following describes the symbols used in the process map:

This is the normal step in

the process and is to be
This is a decision step
performed by the
nominated position

This indicates that there

is a form or report This symbol indicates
required to be completed the start and end of the
by the nominated process
position outside of SAP

<Process Name>
This indicates that there
This symbol indicates
is another process map
the continuation of the
detailing this step. There
process map to another
would normally be a
place on the same
hyperlink to this process
page or different page
map

This is a decision step

This is the step in the
supported by
process that is to be
information in SAP
performed automatically
(normally not in
by SAP. (Blue Dotted
Hardcopy). (Blue dotted
Outline)
outline)

This indicates that there

is an entry or change
This is a report or required to be made in
document generated SAP. There would
from SAP. (Blue dotted normally be a hyperlink
outline) to the transaction or
training module. (Blue
dotted outline)
This indicates an
automatic electronic This indicates a data
notification that the next file either generated
step in the process can from SAP or used to
be commenced. This load into SAP. (Blue
can be done by Dotted Outline)
Workflow or auto-fax etc

6
PROCESS DESCRIPTION

Business Process Requirements

Gas & Oil Pakistan has the following business requirements in order to initiate the process of Sales Returns.

Sales Return Order should be created under the following requirement/conditions:

• Sales Invoice Must have created in the system

• Automatic Sales Pricing in reference of Sales Invoice.
• Approvals for Returns
• Reason for Returns.

Business Process Description

This process describes the Sales Return Order Processing for FUEL & LUBRICANTS within Gas & Oil
Pakistan Limited.The process of Sales gets started from the Creation of Sales Order to GO FUEL & Lubricants
customers. Sales Orders of Gas & Oil Pakistan are Returned on the Basis of Management Approval for Credit.
Sales Return Order will always be blocked after the creation of Sales Return Order.

Return Sales Orders will be created separately for the following Distribution Channels:

• Retail
• Network
• Consumer
• International.

Sales Return Orders will be released by Approver.

Pricing will be determined automatically at Sales Order line item level.

Process Characteristics
Process Trigger
Process Input
Process Output
Process Owner
Process Volumes
Process Frequencies
Email, Phone Call from Customer to Gas & Oil Sales & Marketing
Department. Sales Process. Re-conciliation of ledger.
Sales Invoice #, Sales Return Order type, Sales Area, Customer #,
Product #, Order Quantity, Storage Location – (Mandatory) & Truck #
(Optional)
Not Required in this process
Gulraiz Ahmed & Ahsan Iftikhar
Low
Customer Demand

7
Business Process Diagrams

GO RETURN ORDER PROCESSING (SD-SO-003)

Sales & Marketing Finance

Start

Sales Invoice

Creation of
Return Order in
reference of
Sales Invoice
1

If Management Return Order

Credit Block
Approves the YES Release by
for Returns
Credit Approver

1.1 1.2

NO

Return Order
Approves

Return Order
ready for
Return
Delivery
Process

End

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Process Step Detailed Requirements & Solution

Process Step Description

Solution Description
Ref. to Measure of
Process Step Gap (ID from
ID Requirements successful
Description Description technical/development
as applicable delivery
related items)
Optional Field of
Truck # should
Creation of Sales
1 be available to
Return Order
be filled at Item
Level
Credit Block for
2
Returns
Approval of
3
Credit Block

Locations Where this Business Process is Performed

Locations
Number of
Location Country Function Point of Contact
Users
Gas & Oil Pakistan Gulraiz Ahmed, Ahsan
Pakistan Sales & Marketing
Head - Office Iftikhar

Operational Decisions or Logic within the Process

Following decisions & Logics will be available within the process of Sales Order Creation:

Credit Block Decisions:

1. Once the Sales Return Order is blocked for delivery, Finance Department will be making decision on
the blocked Sales Order:

1.1. If the credit is not approved, process will end till management takes the decision.
1.2. If the credit is approved, Finance Department will release the Sales Return Order

2. Once the Sales Return Order is released and approved, Sales Return Order will be available and open
for delivery process.

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Invoice Referencing:

As a SOP GO will provide the credit for Returns in case customer provides the proof of Sales Invoice.
As per policy Sales & Marketing department will always create the Sales Return Order in reference of Sales
Invoice. System will not allow the creation of Return Order if there is no Sales Invoice exist in the system.

Pricing:

As per policy all pricing will be automatically copied from the referenced the Sales Invoice #.

Operational Data:

Return Reason:

It is mandatory that User will have to mention the reason for return at the time of Sales Return Order
creation.

Shipping Type:

It is mandatory that User will have to enter the shipping type (means of transport) at the time of Sales Order
creation.

Truck #:

It is optional that User may enter the Truck # at the time of Sales Order creation at item level.

Storage Location (Lube Warehouse #):

It is mandatory that User will have to enter the Return Storage Location at line item level.

Plants (Depots)

Plants may be defaulted from the Customer Master. Plants (Depots) may be selected at the time of Return
Order creation.

10
Integration Points

Integration SAP
ID
Point Component
Integration of Sales
Organization with
102 Material Master
Plant data of
Material.
103 Credit Approvals Finance

Potential Future Process Improvements (out of scope for this implementation)

11
FUNCTIONAL SOLUTION DESIGN

Organization Structure Considerations

Sales Organization:

Sales organization is the highest level in SD/LE system hierarchy. It can be used to represent a regional,
national or international subdivision of a marketplace in which products are sold. The sales organization will
be responsible for selling and distributing goods and services. It is liable for the products sold and responsible
for a customer’s rights of recourse. Sales organization is assigned to a company code where sales revenue is
recognized (Links SD & FI). Plants are normally assigned to a sales organization.

Following sales organization will be defined for Gas & Oil Pakistan Limited.

Sales Organization Description Purpose

To report and consolidate sales figures

Gas & Oil Pakistan of all
2000
Limited products and centralize the controls of
GO Sales processes at this level.

Distribution Channel

Distribution Channel defines the organization‘s reach to market strategy. A distribution channel is a mean
through which saleable materials or services reach the customer. It allows customers to be treated differently
depending on the channel they are assigned to. Master data for customers, conditions and materials can be
maintained separately for each distribution channel. Distribution channel can be used to define responsibilities,
achieve flexible pricing and differentiate sales statistics. Distribution Channel is assigned to the Sales
Organization. The detail grouping of Distribution Channel will be catered in the Customer Master.

Following distribution channels will be defined for Gas & Oil Pakistan Limited.

Distribution Channel Description Purpose

From this distribution Channel GO will

10 Retail Sales sell all Saleable Product to GO Retail
Pumps
From this distribution Channel GO will
20 Network Sales sell all Saleable Product to Networks &
Bulk Customers.
From this distribution Channel GO will
30 Consumer Sales sell all Saleable Product to all
Industrial Customers.
From this distribution Channel GO will
40 Export Sales sell all Saleable Product to all
International Customers.

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Division.

Division defines a product/brand marketing strategy of the organization. Division is used to group materials,
products and services sold by the company. Divisions can be used to achieve flexible pricing for materials and
differentiate sales statistics on the basis of materials, products and services. Master data for customers,
materials and conditions can be maintained separately for each division.

Following divisions will be defined for Gas & Oil Pakistan Limited.

Division Description

10 GO POL Products

20 GO Lubricant Products

Sales Areas

A sales area is a unique and allowable combination of a sales organization, distribution channel and division.
Each SD document is assigned to exactly one sales area and this assignment cannot be modified. GO sales
area will belong to only one company code. This relationship is created by the assignment of the sales
organization to the company code. During the processing of Sales and Distribution documents, the system
accesses master data for customer, materials and conditions according to the sales area.

Following Sales Areas will be defined for Gas & Oil Pakistan Limited.

Sales Distribution
Division Sales Area
Organization Channel
2000 10 10 2000-10-10
2000 20 10 2000-20-10
2000 30 10 2000-30-10
2000 40 10 2000-40-10
2000 10 20 2000-10-20
2000 20 20 2000-20-20
2000 30 20 2000-30-20
2000 40 20 2000-40-20

13
Sales Offices / Sales Regions

Sales office will represent a sales region of GO Retail , Network & Consumer Sales. It will be defined as a
regional hub of all the GO sales zones . Each sales office/region in SAP would report to a particular sales
Area.

Following sales office/region will be defined for Gas & Oil Pakistan Limited

Sales Office/Sales
Description
Regions

2001 South I

2002 South II

2003 Central

2004 Southern Punjab

2005 KPK

Sales Groups / Sales Zones

Following Sales Zones (Sales Groups) will be defined & assigned to respective Sales Regions (Sales Offices).

Sales Office Description Sales Territory Description

KH1 Karachi I
KH2 Karachi II
2001 South I
HYD Hyderabad
QTA Quetta
RY1 Rahim Yar Khan I
2002 South II RY2 Rahim Yar Khan II
SUK Sukkar
RP1 Rawalpindi I
RP2 RawalPindi II
SAR Sargodha
FSL Faisalabad
2003 Central
GW1 Gujranwala I
GW2 Gujranwala II
VEH Vehari
SW1 Sahiwal I

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 SW2 Sahiwal II
LH1 Lahore I
LH2 Lahore II
MUZ Muzaffargarh
MU1 Multan I
2004 Southern Punjab
MU2 Multan II
BHP Bahawalpur
PE1 Peshawar I
2005 KPK
PE2 Peshawar II

15
Shipping Point

Shipping point is an organizational element that manages shipping activities. Each outbound delivery is
processed at a shipping point. A shipping point can be a physical location or a logical location. Shipping
points are assigned to plants. A shipping point should have physical proximity to the plant to which it is
assigned.

Following shipping point will be defined for Gas & Oil Pakistan Limited.

Shipping Point Description

2000 Sahiwal Supply Point

2001 Kotla Jam Supply Point

2002 Sarai Norang Supply Point

2003 Daulat Pur Supply Point

2004 Vehari Supply Point

2005 Mehmood Kot Supply Point

2006 HUB Supply Point

2500 Hospitality Supply Point (3rd Party Locations)

3000 COCO Supply Points

4000 Pipe Line Supply

5000 Lubricants Supply Point

16
Delivering Plant

Delivering Plant is an organizational unit which is used as place from where the product will be delivered to
Customer. In SAP SD the plant is considered as Delivering Plant.

Following Delivering Plant will be defined & assigned for Gas & Oil Pakistan Limited.

Delivering Plant Description

2000 Sahiwal Depot

2001 Kotla Jam Depot

2002 Sarai Nrng Depot

2003 Daulat Pur Depot

2004 Vehari Depot

2005 Mehmood Kot Depot

2006 Hub Terminal

2007 Al-Noor Keamari

2008 ATT Keamari

2009 Al-Rahim Keamari

2010 Byco Keamari

2011 Bakri Port Qasim

2012 Byco Port Qasim

2013 Hascol PortQasim

2014 AlNoor DaulatPur

Bakri Shikarpur
2015

2016 Taaj Shikarpur

2017 Bakri Machike

2018 PUMA Machike

17
2019 APL Machike

2020 Faisalabad

2021 Byco Hub Refinry

2022 NRL Refinery

2023 PARCO Refinery

2024 Vehari

2025 Chakpirana

2026 Sihala

2027 Tarujabba

2028 PAPCO

2029 PARCO TS-3 Gatti

2030 PARCO TS4 Mchike

2031 COCO Site 01 (Lahore # 1)

2032 COCO Site 02 (Lahore # 2)

2033 COCO Site 03

2034 COCO Site 04

2035 COCO Site 05

2036 COCO Site 06

2037 COCO Site 07

2038 COCO Site 08

2039 COCO Site 09

2040 COCO Site 10

2041 COCO Site 11

2042 COCO Site 12

2043 COCO Site 13

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2044 COCO Site 14

2045 COCO Site 15

2046 COCO Site 16

2047 COCO Site 17

2048 COCO Site 18

2049 COCO Site 19

2050 COCO Site 20

2051 COCO Site 21

2052 COCO Site 22

2053 COCO Site 23

2054 Lubricants Plant

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Master Data Considerations (including all relevant data relationships)

Following Master data will be maintained to execute this process:

• Customer Master.
• Product Master (GO LUBRICANTS)
• Pricing Master

System Configuration Considerations

Sales Order types:

Following Sales Order types will be defined for the Process of Sales Return Order.

Defined Sales Order types will be assigned to GO Sales Organization:

Sales Document Number Range

Sales Documents Usage
From To
ZRE1 Sale Return Order (FUEL) 7150001 7499999
ZRE2 Sale Return Order (LUBE) 7150001 7499999

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TECHNICAL/DEVELOPMENT RELATED ITEMS

Workflow

Not required in this process

Workflows
WRICEF Data Object
Description Engaged Parties Owner
ID (Sales Order)

Reporting (operational and analytical)

Reporting of this process will be handled through Standard reports.

Reporting
Report Type
WRICEF
Description (ABAP, BI, Data Elements Relevant KPI Owner
ID
BOBJ)

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Interfaces

Not required in this Process.

Interfaces
WRICEF Interface Frequency /
Description Applications Owner
ID Method Volumes

Enhancements

Enhancements
Data Object Alternative
WRICEF Functional
Description (Sales SAP Reason Owner
ID Gap
Order) Standard
Truck # will be
entered at line
Optional field item of Sales
Sales Order - No standard
SD-EHN03 to enter Truck N/A Order in case
item level field available
# at item level user creates
Bowser Wise
Sales Order.

Output (e.g. Forms)

Output / Forms
Data Object Output
WRICEF
Description (Sales Type (Form, Frequency Volumes Owner
ID
Order) EDI, etc.)

22
Modifications

Not required in this process.

Modifications
ID Descripti Business/ Functiona Alternative Reason Owner
on Data Object l Gap SAP Standard

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