1. Business Requirement  

Presently in ONGC, the receipt and refund and forfeit of Tender Fee and EMD and Security Deposit is entered in a register manually. This information is maintained with details like tender number, vendor name, date of receipt, amount received and mode of payment etc. These are ONGC specific transactions and there is no standard process in SAP to maintain and track the above activities and hence needs to be developed in system.

The objective of this development is to maintain all the above activities in SAP so that receipt/refund/forfeit activities can be tracked and action regarding expiring bank guarantees can be initiated. This program will be further extended to FI for posting the respective transactions of Incoming/ Outgoing payment/ Bank guarantee.   Based on the information captured by MM, FI documents will be parked by MM for receipt and refund of EMD/SD/Tender fee.   These documents will physically be moved to finance and will be posted by “Cash & Bank Section”.   In case of Bank guarantees, noted items are posted by MM.

2. Process details  

There are three major areas of transactions vis-à-vis Tender Fee, Earnest Money Deposits and Security Deposit. First two areas “TF” & “EMD” are performed with reference to Tender (Request for Quotation) and last one “SD” is performed with reference to either Supply order or Contract. Followings are details of transactions performed in these areas -

Tender Fee –

Tender Fee is received by tender selling agency at the time of tender selling. This transaction is required to be recorded in system, so that these collected tender fee instruments will be submitted to Finance for encashment.  

Features of Tender Fee –
• Receipt of Tender Fee
• Change in receipt
• Delete Tender Fee documents
• Refund Tender Fee
• Display of Tender Fee receipt / refund
• Parking of document for FI posting for Receipt and Refund
• Instrument Types used are – Banker’s Cheque, Casher’s Cheque,...