Objective and Scope

This Operating Procedure aims to describe necessary steps when it is needed to create Employee vendor (T&E) for reimburse claim along with some special conditions or requirements of APAC country.

Requirement of T&E code creation

    1. Requester must be HR or HtR (Hire-to-Retire) which can check in Solvay organization Chart in Solvay one or contact in Solvay mail
    2. Required information :
    • Name of employee (English and Local Language)
    • Company code/ Entity
    • Employee's Solvay email (e.g. xxxx.yyyy@solvay.com)
    • Bank account details (Bank name, branch name/code and account number)
    • HR staff code (if applicable)





Employee Code Creation

Duplication Checking

1

#

Main activities

Tips/Best practices

Key points

1

Double click on target system that you are going to create employee code.

 

WP1 - Select PF1 - Select


#

Main activities

Tips/Best practices

Key points

2

Hit 'Enter'

 

 





3

#

Main activities

Tips/Best practices

Key points

3

Put transaction code 'XK03' in transaction field.
Then, click or hit 'Enter'

 

 


4

#

Main activities

Tips/Best practices

Key points

4

Check duplication base on name and bank account number by clicking on the right side of vendor field

 

 

5

#

Main activities

Tips/Best practices

Key points

5

In 'Vendors (General)' tab, check duplication by entering employee name in 'Name' field. Then hit 'Enter'

Only name will be used in duplication checking.Replace the space in employee name by * , also in the front and back of the name.

* is using for multiple selection

76

#

Main activities

Tips/Best practices

Key points

6

Check duplication from banking details. Click to expand the list.

 

 

7

Select

 

 



8

#

Main activities

Tips/Best practices

Key points

8

Put account number in 'Bank Account' field. Then hit 'Enter'

 

 









11

#

Main activities

Tips/Best practices

Key points

9

For those who have name in local language, check duplication from local name. If do not have, jump to steps of creation.

 

 

10

Follow (6) to open 'Vendor Address (Local language)'

 

 

11

Select

 

 


1213

#

Main activities

Tips/Best practices

Key points

12

Put in local language name. Then hit 'Enter'.

 

 

13

Click to close searching window.If found potential of duplication, see 3.1.1.If not, got to creation steps.

 

 

Potential of Duplication



1

#

Main activities

Tips/Best practices

Key points

1

Check all details of existing code.Double click on the vendor code.

If found more than 1 potential of duplication, suggest to take note and check one by one.

Details to be checked:

  • Full name (both English & local language)
  • Banking Details
  • Company Extension


2

#

Main activities

Tips/Best practices

Key points

2

Check for company extension by clicking on the right side of Company Code field.

 

 



43

#

Main activities

Tips/Best practices

Key points

3

Put Vendor Code in vendor field.

 

 

4

Hit 'Enter' or click to start search.

Take note on this information, it will be provided to the requester for their checking.

 


65

#

Main activities

Tips/Best practices

Key points

5

List of extended company code will be shown.

Take note on this information, it will be provided to the requester for their checking/confirmation.

 

6

Click to close the window.

 

 




7

#

Main activities

Tips/Best practices

Key points

7

Check general information of existing employee code.Put vendor code in Vendor field, then hit 'Enter' to display vendor details.

 

 




8910

#

Main activities

Tips/Best practices

Key points

8

Check Name

Take note on this information, it will be provided to the requester for their checking.

 

9

Click to view name in local language

 

 

10

Click or hit 'Enter' twice to display banking details

 

 


1211

#

Main activities

Tips/Best practices

Key points

11

Click to display bank name and branch

 

 

12

Check banking details - Bank name and branch

  • A/C number

Take note on this information, it will be provided to the requester for their checking.

 

13

Share the existing information to requester by sending an email to him/her.

 

 

Steps of Creation

WP1


1





#

Main activities

Tips/Best practices

Key points

1

Select "ERP – Production – WP1 (RCS)" and double click

 

 


#

Main activities

Tips/Best practices

Key points

2

Hit 'Enter'

 

 



33

#

Main activities

Tips/Best practices

Key points

3

Put transaction code 'XK01' in transaction field.
Then, click or hit 'Enter'

Before creation, check whether there is an existing code of requested people.

 


645

#

Main activities

Tips/Best practices

Key points

4

Fill in Company Code

As per provided by requester

 

5

Fill in Account Group

Always Z012

 

6

Click or hit 'Enter'

 

 





121110879

#

Main activities

Tips/Best practices

 

Key points

 

7

Fill in Employee Name

As per provided by requester

 

 

 

8

Fill in Search Term

 

 

  • JP : use word "JPEMP" as search term
  • SG : use HR Code as search term
  • Other Countries : use Name as search term

 

#

Main activities

 

Tips/Best practices

 

Key points

 

9

Fill in Country Key

 

Check country code by clicking on the right side of country field

 

 

 

10

Fill in Region

 

Check region code by clicking on the right side of region field

 

 

 

11

Fill in Email Address

 

 

 

 

 

12

For those who have name in special characters, click to expand fields for local language updating. If do not have, jump to step 13th.

 

 

 

 

 

12.212.1

#

Main activities

Tips/Best practices

Key points

12.1

Select the local language to be updated

 

 

12.2

Click to continue updating

 

 

14.614.514.414.3
1312.512.412.3

#

Main activities

Tips/Best practices

Key points

12.3

Fill in Name in local language

 

 

12.4

Fill in Search Term for local language

 

 

12.5

Click to save

 

 

13

Click or hit 'Enter' to continue updating.

 

 


1514

#

Main activities

Tips/Best practices

Key points

14

For IN employee, fill in PAN in Tax No. 2 field.For other countries, skip this step.

 

PAN is an ID number of Indian

15

Click or hit 'Enter' to continue updating.

 

 

17166

#

Main activities

Tips/Best practices

Key points

16

Update banking details

Refer SOP of Bank Registration

 

17

Click or hit 'Enter' to continue updating Accounting Information

 

 

21201918

#

Main activities

Tips/Best practices

Key points

18

Fill in Recon. account

 

Recon Acc. on WP1 is always '42900300'

19

Fill in Sort Key

 

Always '009'

20

Fill in Cash Management Group

 

Always 'A5'

21

Click or hit 'Enter' to continue updating .

 

 

262722232425

#

Main activities

Tips/Best practices

Key points

22

Fill in Payment Term

 

KR, SG, CN, JP : 0028 IN : Y025

23

Check in Double Inv. box

 

 

24

Fill in Payment Method

 

'V' for all countries except IN & KR
'H' for IN & KR

25

Fill in House Bank (for IN only).

 

IN use 'CITI' Other countries, keep it blank

26

Fill in Supplement Code(for SG only)

 

'SR' applicable for SG Other countries, keep it blank

#

Main activities

Tips/Best practices

Key points

27

Click or hit 'Enter' to continue

 

 


282930

#

Main activities

Tips/Best practices

Key points

28

Fill in Acctg Clerk

 

Base on company location

29

Fill in Email Address

 

 

30

For KR & IN, click or hit 'Enter' to continue updating Withholding Tax.

 

For other countries, jump to step 35th.

3534333231

#

Main activities

Tips/Best practices

Key points

31

Fill in Country Key

 

Base on country code

32

Fill in Withholding Tax Type

 

KR use "K1" IN use "I1"

33

Fill in Withholding Tax Code

 

Always as "00"

34

Check Liable Box

 

 

35

Click to save and employee code will be generated.

WP1 employee code will have 6 digits.

 

Employee Code

PF1

#

Main activities

Tips/Best practices

Key points

1

Select "ERP – Production – PF1 (ERP)" and double click

 

 

1
2

#

Main activities

Tips/Best practices

Key points

2

Select 'Client 020'

 

 

#

Main activities

Tips/Best practices

Key points

3

Put transaction code 'XK01' in transaction field.
Then, click or hit 'Enter'

Before creation, check whether there is an existing code of requested people.

 

3













654

#

Main activities

Tips/Best practices

Key points

4

Fill in Employee Code

 

P4 plus 8 digits of HR code

5

Fill in Company Code

 

As provided

6

Fill in Account Group

 

Always ZZPE




121110987

#

Main activities

Tips/Best practices

Key points

7

Fill in Employee Name

As per provided by requester

 

8

Fill in Search Term

 

  • JP : use word "JPEMP" as search term
  • SG : use HR Code as search term
  • Other Countries : use Name as search term

9

Fill in Country Key

Region code can be checked by clicking on the right side of country field

 

10

Fill in Region

Region code can be checked by clicking on the right side of region field

 

11

Fill in Email Address

 

 

12

For those who have name in special characters, click to expand 'International Version' for local language updating

 

 

151413

#

Main activities

Tips/Best practices

Key points

13

Fill in Authorization

 

As per country Code

14

For IN employee, fill in PAN in Tax No. 2 field. For other countries, jump to step 15th.

 

 

15

Click or hit 'Enter' to continue updating.

 

 

#

Main activities

Tips/Best practices

Key points

16

Update banking details

Refer SOP of Bank Registration

 

17

Click or hit 'Enter' to continue updating Accounting Information

 

 


21201918

#

Main activities

Tips/Best practices

Key points

18

Fill in Recon. account

 

Recon Acc. on PF1 is always '2486010000'

19

Fill in Sort Key

 

Always '009'

20

Fill in Cash Management Group

 

Always 'A5'

21

Click or hit 'Enter' to continue

 

 

2625242322

#

Main activities

Tips/Best practices

Key points

22

Fill in Payment Term

 

KR, CN, JP : 0028 IN : Y025

23

Check Double Inv. box

 

 

24

Fill in Payment Method

 

'V' for all countries except IN & KR
'H' for India and Korea

25

Fill in House Bank (for IN only).

 

IN use 'CITI' Other countries, keep it blank

26

Click or hit 'Enter' to continue

 

 


292827

#

Main activities

Tips/Best practices

Key points

27

Fill in Acctg Clerk

 

Base on company location

28

Fill in Email Address

 

 

29

Click or hit 'Enter' to finish the creation.

 

 

Employee Code30

#

Main activities

Tips/Best practices

Key points

30

Click to save.

 

 

 

Deactivation

1

#

Main activities

Tips/Best practices

Key points

1

Double click on target system that you are going to block employee code.

 

WP1 - Select PF1 - Select



32

#

Main activities

Tips/Best practices

Key points

2

Put transaction 'XK05'

 

 

3

Then, click or hit 'Enter'

 

 

654

#

Main activities

Tips/Best practices

Key points

4

Put Vendor Code

 

 

5

Put Company Code

 

 

6

Then, click or hit 'Enter'

 

 

987

#

Main activities

Tips/Best practices

Key points

7

Check box

 

In case the code extended in multiple companies, mark only

8

Put '99' in block function field

 

In case the code extended in multiple companies, keep it blank.

9

Then, click to save

 

 


11121310

#

Main activities

Tips/Best practices

Key points

10

Put transaction '/NXK06'to flag.

 

/N use for open new transaction by using the same window.

11

Put Vendor Code

 

 

12

Put Company Code

 

 

13

Then, click or hit 'Enter'

 

 


1514

#

Main activities

Tips/Best practices

Key points

14

Check box.

 

In case the code extended in multiple companies, mark only

15

Check box.

 

DO NOT mark if the code extended in multiple companies.

Reactivation

#

Main activities

Tips/Best practices

Key points

1

To reactivate data, you can follow Deactivation Steps then remove the mark.