1. Objective and Scope

This work instruction describes the process for creating or changing Customer Master Data records in SAP PE1 – client 300. It covers the Companies and Sales Organizations listed in chapter 1.6. Company codes and Sales organizations in SAP PE1.

Customer master data is maintained by Data Operations team. Master data maintenance includes new account creations, changes, extensions, inactivation's, reactivations, data validation, mass uploads and master data report creations.

1.1. Definitions

1.2. Roles & responsibilities 

The initial  requester - Customer master data requests must be submitted through Service One ticketing tool. Request includes request description and required documentation as per the request requirements.

Data Operations Team (Part 1) - Every customer setup or maintenance request should be registered Service One tool. Requests received through personal mailbox should also be entered into Service One tool. When initial requests is received, Data team member will perform required validations, duplicate checks and will perform necessary actions according to the request type. If required, Data team might need to request approval from Credit department before performing the changes. 

Credit Manager - Credit Manager is responsible for credit data maintenance that includes payment terms and credit limit established for Sold-to/Payer accounts.  If account creation is approved on Credit team side then Credit Manager completes credit data and sends formal approval to DM.

Data Operations Team (Part 2) - When approval is received from Credit Manager, DM is responsible to perform adjustments (if any) requested by Credit. Responsibility of Data Team is also to close the ticket in order for the initial requester to receive notification that requested creation/change has been processed in SAP.

1.3. Process Flow

1.4. SAP Customer Master Account Groups

The following are the Number ranges defined in the system for different Account groups:

1.5. Data view per account group type and transactions 

The Account Group field is a high-level grouping which defines the primary use of a customer. The account group selection drives certain aspects of system processing, master view layout and field access

Different Customer Account Groups require different set of Views to be maintained. Use the recommended transactions and/or ensure to leave empty Company Code and/or Sales Area Data as per the table below:

Most commonly used transaction codes for Customer Master data:

1.6. Company codes and Sales organizations

Company code and Sales organization view for ZSLD, ZPYR and ZINC accounts always will have the same code. Meaning, if new creation request is for sales organization is 1237, then the corresponding company code will be 1237.

The following are the Company codes and Sales organizations defined in the system for different type Account groups:

2. Process description

2.1. Check for request completeness

1. Check completeness of the Customer template – have all mandatory fields been completed?
   All mandatory fields are highlighted in orange on the template, they may vary by type of customer to be set up.
2. Check if all necessary documentation is provided according to Request requirements.
3. Check for duplicates as described in § Check for potentially already existing customer.
4. Check if Registration number is valid and match customer name. See Validation steps and rules according to the country where customer is located.

2.2. Check for potentially already existing customer

Transaction XD03 – Display Customer (Centrally)

• Initiate Search
• Search for potential already existing customer on following fields :
• VAT (when applicable)
• Name
• Postal code, Country

Remark: wild card = *

• If identical customer is found for another Company Code and/or Sales Area, it needs to be extended to the requested Company Code and/or Sales Area. Go to section Extending customer to Company Code and/or Sales Area for additional detailed instructions.

• If an existing customer is found, but there is a slight difference in requested data: return to the requester to validate the non-equal data and decide on further actions
• If no potential duplicate is found, proceed with the request .

3. Customer creation 

3.1. General data

ZSLD customer general data view consists of several tabs: 

• Address 
• Control data
• Payment transactions
• Marketing
• Unloading points
• Contact persons 

Information populated in these tabs will be shared for all open sales organizations of a particular account number. Meaning, if you update address in sales organization 1237, IM division, it will be updated also for any other active sales organization, not only for the selected sales area. 

For name and address setup, abbreviate as follows (if applicable): 

3.1.1. Address

SAP field	Description
Name 1	Legal name of the customer. In this line the name should not be longer than 40 characters. If the name exceeds 40 characters, second line (Name 2) is to be used for next 40 characters. Do not use commas or any special symbols in the name (except for the ‘&’ sign if specifically requested). If the VAT validates with a name different from the template, go back to the requester and verify which name should be used. NOTE! Name 1 and Name 2 fields are printed on documents and labels – try to accommodate all name info in those 2 fields.
Name 2	Used to capture DBA (doing business as), T/A (trading as), C/O (care of) name.
Name 3	Name 3 field should be populated for non-trade customer accounts indicating (NON-TRADE ACCOUNT)
Search term 1	Should capture the “essence” of the customer name
Search Term 2	This field is used to capture customer's 'doing business as' name, starts with 'DBA'. NOTE! Information entered in Search Term 2 field is not printed on documents, therefore to make DBA information visible for document users it may be copied to Name 2 field.
c/o	do not use. C/O, DBA. T/A must be added as Name 2 or in address fields if it is too long.
Street	Main field for street address of customer, max 35 characters to be filled in this field If street address exceeds 35 characters, Street 2 field to be populated with the remaining information. Fields Street and Street2 are usually printed on documents. Street 3 is additional address field for street name to fulfill the requirement for lengthy street address, however note that it is not printed on most of documents. NOTE! House number field is not to be used!
Postal Code	Postal code / ZIP code as part of the address. SAP provides standard postal code format checks depending on the country maintained.
City	City name as part of the address. For some countries SAP may overwrite the City name with a value depending on Postal Code.
Country	Country key contains information which the system uses to check entries such as the length of the postal code or bank account number. The two-character ISO code is used.
Region	State / Province / County. Choose according to the City, should always be populated for US, CA, GB and IT and optional for other countries.
Transportation Zone	Used to determine regional zone for recipient of the goods; customer country and postal code determines a Transportation zone to be assigned to a customer. Select Transportation Zone from available entries. If a corresponding Transportation Zone does not exist. Applicable for ZSLD, ZSHP, ZRET, ZINC accounts.
PO BOX Address	do not use these fields, they do not work. Sold-to and ship-to accounts cannot be based on PO BOX address, they must have physical address. If PO BOX address needs to be added, it must be created as a separate bill-to (ZBTP) account and PO BOX address must be populated in Street field.
Language	Customer Master Records to be maintained in English (EN) only.
Telephone	Telephone number, consisting of dialing code and number, but without the country code as it is being picked automatically based on the country entered as part of the address. If more than one telephone number is maintained for an address, the first telephone number is marked as the standard number. Press Other Telephone Numbers button to maintain more numbers: If the country code of the telephone number is different from the country in the address, it can be changed in the pop up “Maintain Telephone Number".
E-Mail	1) Use to capture general customer email address – solely for the purpose of contacting customers (will not drive any functionality – no documents will be sent to this address).
	2) For Italian customers PEC email must be added. PEC email can be found here: https://www.inipec.gov.it/cerca-pec/-/pecs/companies?p_p_auth=GE2gJ00T&_1_WAR_searchpecsportlet_mvcPath=%2Fsearch_pecs%2Fview.jsp  Codice fiscale: the same as VAT number but without country code. Law 205/2017 in Italy states that from 1st of Jan 2019 all invoices issued by Italian companies must use the electronic format. The e-invoices use a special XML format and work with the SDI, Serial Digital Interface, directly connected with the Italian Tax Agency. Alternatively, when the SDI is not provided by the customer, the e-invoice is sent out using a Certified E-mail, the PEC (Posta Elettronica Certificata). DMO have to add Tax number 4 (SDI number) or add PEC email to general data. SAP will send e-invoices with SDI as priority, but if this field is missing, will use the PEC. If for some reason you receive Tax number 4 and PEC email for the same customer account, add both. PEC emails are set up in Address screen - Communication area - E-mail as follows:
StandardComm.Mtd	Standard Communication Method for documents.

3.1.2. Control Data (visible for ZSLD, ZSHP, ZPYR, ZBTP, ZRET, ZPRS, ZPAR, ZINC)

If you are not sure to which field registration number should be added, select Tax number field and press F1 on your keyboard. If the country is not in any of the lists, add it to Tax number 1 or 2 field. 

3.1.3. Payment Transactions (visible for ZSLD, ZSHP, ZPYR, ZINC, ZCOM)

3.1.4. Marketing (visible for ZSLD, ZSHP, ZRET, ZPRS, ZINC)

3.1.5. Unloading Points (visible for ZSLD, ZSHP, ZINC)

3.1.6. Contact Person

Contact Person tab is used for maintaining different contacts related to the customer. Contacts can be internal or external.

• Do not add more than one email per one contact. If you notice setups where there are several emails under the same contact number, please correct it. 
• Please follow the format below for contact names 

3.1.7. Extras - Additional Data            

For IT domestic customers, we need to maintain information related to CONAI charges. 

3.2. Company Code Data (to be created for ZSLD, ZPYR, ZPAR, ZINC) 

3.2.1. Account management

3.2.2. Payment Transactions

Maintain values in the fields listed below in order to process payments from the customer. All the values in this tab are business critical fields and have an impact on the payment collections.

3.2.3. Correspondence

The fields in this tab are to be maintained to manage correspondence related to accounts receivable with the customers.

3.3. Sales Area Data (to be created for ZSLD, ZSHP, ZPYR, ZBTP, ZRET, ZCPD, ZINC, ZSAM)

Maintain Sales Area data for customers for which sales transactions have to be booked. NOTE! Sales Area Data is specific to a combination of Sales Organization & Distribution Channel & Division.

3.3.1. Sales

3.3.2. Shipping

3.3.3. Billing Documents

SAP field	Description	Value
Rebate	This check-box should be marked if the customer is to be activated for rebates. This field must be checked for all Sold to party customers.	check-marked
Incoterms 1	Incoterms are a set of rules which define the responsibilities of sellers and buyers for the delivery of goods under sales contracts. They are published by the International Chamber of Commerce (ICC) and are widely used in commercial transactions. Maintain the Incoterm 1 based on the agreement with the customer. This field is a mandatory field. Default value for Intercompany customers is “EXW”.	as per request form
Incoterms 2	Use the drill down option and enter the Incoterm 1 selected to get the list of available Incoterms 2. Select the Incoterms 2 applicable for the given customer.	as per request form
Terms of payment	Maintain this field with payment terms agreed with the customer. This field is mandatory. The Payment term maintained in the Sales Area Data should be the same as the one maintained in the Company Code Data. NOTE! Default Payment Term for Intercompany customers (ZINC) is “Z044– DUE ON RECEIPT”.	as per request form
Account assignment group	Maintained Account assignment group drives the G/L account to be posted at the time of billing. This field is mandatory for all customers.	maintain “Z1 – Affiliated Customer” for Intercompany customers maintain “Z2 – Non-Affiliated Cust.” for Trade customers
Tax classification	The table Taxes shows the countries from where deliveries to the customer can be made. Maintain the tax characteristics when the customers is shipped from these countries. By default tax classification to be maintained as taxable if there are no special requests from Tax Department. (Brazil and Taiwan, Mexico always ‘0’ unless differently requested).	BR, MX, TW - always 0 all the rest - always 1
	NOTE! In Italy (so: 7257 Mondovi) and France (so: 7252 Tolouse) some customers are VAT exempt for a limited period of time. When such request has been received from Finance or Tax Department (Data Steward – Giuseppina Barovero, Cristina Cattaneo, Mara Ramondetti; Chiara Menardi), to reflect it in system set Tax Classification indicator to “0 – Tax Exempt” in line for Tax Category MSWT. Also add Sales Text. Go to Extra→ Text → Finance external (notes can be added, removed or updated upon the request).

3.3.4. Partner Functions

Information in this tab is maintained to link partners, it defines the responsibility of each partner in a business transaction.

3.3.5. Saving the master record

When all the required data has been entered press floppy disc icon to save the new customer master record:

System message confirming successful setup and customer number will be displayed at the bottom of the SAP screen:

Once customer creation is saved and completed, do not forget to complete ZVAR_CHANGE setup (Appendix 8) if this was a sold-to & bill-to creation that requires e-invoicing activation.

3.4. Credit control 

Sold-to and Payer account group customers have to be blocked immediately after being set up (go to section Blocking customer for additional detailed instructions on blocking customer record) and then information has to be sent to the Credit Management for review and completion of the Credit data. After their confirmation is received Data Management should check and change the Terms of Payment and assign Accounting Clerk and Account Statement period if applicable. After this is done Data Management may unblock customer and close the ticket.

Email subject : Customer creation/extension/change  - #customer number -  CUSTOMER NAME 

Credit management contacts: 

• David Stephens: david.stephens@aerovac.com
• Jane Walker: jane.walker@aerovac.com

3.5. Global Demand Planner 

Once you have created / extended / reactivated sold-to and/or ship-to account, notify Global demand planner:

• Clare Downing Smith: clare.downing-smith@aerovac.com 

In the email include the following information:

• account number and name
• sales area 

3.6. Blocking new customer setups

A customer master record can be blocked whenever there is a need to temporarily stop all or part of business relations with a customer. NOTE! Credit's approval is required before performing block/unblock, deactivate/reactivate customers.

In order to ensure that the new customer created is not used for raising sales orders before credit fields are completed, right after completing the setup on the Data Management side and before sending information about this customer for Credit’s approval, it has to be blocked. After approval from Credit is received and credit fields are completed, the block can be removed.

4. Extending customer to Company Code and/or Sales Area

If an existing customer (Sold-to, Ship-to, Bill-to, Payer ,etc.) has to be extended to another Company Code/Sales Area, follow the same steps as for new customer creation (according to the account group type), the important part is to populate customer number field with the number to be extended in the selection screen of Transaction XD01/FD01/VD01.

5. Customer inactivation

There is two ways how to inactivate customer account:

1. Overall account inactivation - most commonly used when an account is being made inactive due to no sales for the past 2 years (in all sales areas), due to invalid registration number, address duplicate. Blocks and deletion flags are set on general data, company code data and sales area data. 
2. Sales area specific inactivation - most commonly used when  an account is being made inactive due to no sales for the past 2 years in a specific sales area, or sales area created by mistake. 

5.1. Blocking existing customer in sales/company code view

Used when customer must be blocked in a specific sales area (and other active sales areas remain active). 

Transaction to block Customer Master record is XD02 - modify master data. Alternatively you can also use XD05 – Block customer (centrally).

Customer block consists of two parts:

1. selecting blocks in Extras - Blocking data 
2. selecting deletion flag in Extras - deletion flags 
   

NOTE! "Selected company code" block can be applied only if:

• customer is not open for the same company code in combination with another division that is active. 
  Each company code can be open in combination with two divisions - AM and IM. E.g. customer can be open for 7218/00/IM and 7218/00/AM - these are two different sales areas but shares same company code information. If you assign a company code block, it will block company data for both sales areas. 
  If company code is used for both divisions under the same company code: 
  = second sales area is blocked or not created - you can add "Selected company code" block
  = second sales area is created and without sales area blocks - do not select "Selected company code"
  
  

NOTE! Same rules applied to "Selected company code" deletion flags. 

5.2. Marking customer for deletion (overall account inactivation) 

A customer master record can be marked for deletion if, for example, Solvay no longer maintains business relationships with the customer. Customer master record can be reactivated by deselecting the Deletion Flag.

NOTE!

• Credit's approval is required before performing block/unblock, deactivate/reactivate customers.
• In case if we receive a request from CS or Data Stewards to re-activate any of accounts that have been marked as a duplicate for some reason, like, order line shipped but not invoiced, please re-activate them immediately.
• Before inactivating customer always check sales order history to make sure that there is no recent sales activity (Appendix - How to find and display order?)

Transaction to block Customer Master record is XD02 - modify master data. Alternatively you can also use XD06 – Mark customer for deletion (centr.)

When marking customer for deletion, first:

• customer name (1st line) needs to be updated by adding in the end of the name "- INACTIVE"/"- DUPLICATE"/"- INVALID VAT" - according to the reason for deletion. Between the name and reason of deletion keep the dash sign so it is more visible in reports etc. 
  If customer name is too long, move part of the name to 2nd line so you can add reason of deletion in the 1st line:

• change Search term to one of the following options:
  ****INACTIVE - if customer has been inactivated due to no sales in past 18 months
  ****DUPLICATE - if customer has been inactivated due duplication
  ****INVALID -  if customer has been inactivated due invalid/incorrect registration number
  ****DO NOT USE - rarely to be used for setups which is not possible to fix  in any way
  
  
• then go to Extras - Blocking data and add blocks for "all sales areas" and "selected sales area" as shown below: 
  
  
  
  
• then go to Extras - Deletion flags and select all fields as shown below: 
  
  

6. Customer reactivation

Customer can be reactivated (if not marked for deletion due to invalid registration number) by deselecting all the blocks and deletion flags. And do not forget to update the name and search term in the general data view. 

Remember, that reactivation requires approval from the Credit Management side. 

IMPORTANT TO NOTE! If a customer is marked for deletion in all sales areas, reactivate only the requested area! 

This means that you need to remove blocks and deletion flags from fields concerning "all areas" but do not remove blocks for "selected sales areas" in other sales areas that should remain inactive. 

7. Change customer data

To perform any change in Customer Master record use transaction XD02 – Change Customer (Centrally):

Full path: Logistics/Sales and Distribution/Master Data/Business Partner/Customer/Change/XD02 – Complete

To change data in General Data (some tabs) or Sales Area Data transaction VD02 – Change Customer (Sales) can be used as alternative.

Full path: Logistics/Sales and Distribution/Master Data/Business Partner/Customer/Change/VD02 – Sales and Distribution

To change data in General Data (some tabs) or Company Code Data transaction FD02 – Change Customer (Accounting) can be used as alternative.

Full path: Accounting/Financial Accounting/Accounts Receivable/Master Records/FD02 – Change

NOTE! Make sure all required documentation and approvals have been supplied along with the change request before performing actual change in system.

When all the required changes have been performed press floppy disc icon to save the record:

System message confirming change will be displayed at the bottom of the SAP screen:

8. Display changes

All the changes performed in Customer Master record can be tracked.

To display changes of a particular field open the master record (e.g. XD03) and select Environment -> Field Changes:

An overview of the changes done to the field will be displayed:

Double-click on any value will give more details – time of change and the ID of the person that performed the change will be displayed:

Selecting Environment -> Account Changes -> All Fields will display all changes performed in the customer master record, selection Sensitive Fields will limit the list to changes of customer name, tax and VAT codes:

By using transaction SU01D you can find more information on the person behind every user ID:

Press on glasses, and you will see more information on the person who did perform the change

9. Account group upgrade

It is possible to change Account Group of customer by transaction XD07 – Change Customer Account Group. Account group upgrade is possible from Ship-to, Bill-to, Payer or Prospect to Sold-to.

The new Account Group has to be entered in the dialogue window:

A message indicates fields that are mandatory to be maintained for customers of the Sold-to Account Group:

Save the record after maintaining the additional information:

NOTE! Missing views have to be manually created after Account Group upgrade is performed:

▪          ZSHP/ZBTP -> ZSLD            create Company Code Data, use FD01 (or XD01)

▪          ZPRS -> ZSLD                        create Company Code Data and Sales Area Data, use XD01

10. Returns vendor maintenance

New returns vendor creation is required for all new raw-material &packaging vendors. Usually requests related to returns vendor accounts is received from Data operations representatives working with vendor master data.

Request for returns vendor must be submitted as a separate ticket under Customer domain. In request description the following information must be provided:

• vendor number (ZVEN account number) 
• company code
• reference to the initial ticket for new vendor creation

No need to perform any validations and Tradebeam checks as it already should be done by Vendor team.

Returns vendor creation

Display vendor master data 

Use transaction XK03 - Display Vendor in order to display vendor information. 

Vendor: as provided in the ticket description

Company code: as provided in the ticket description; or press on  button and search by vendor number. 

Purch. Organization: always “CP01”

Returns vendor creation

Use transaction VD01 and select account group ZRET - Returns vendor. 

Sales organization: same code as for the company code

Distribution Channel: always “00”

Division: always “IM”

Extensions to other sales areas are created automatically so there is no need to perform extensions if vendor is created for several company codes. DO NOT open company code view for returns vendors!

Returns vendor - general data

Address

You can simply copy-paste all general data information from vendor account. BUT note that information needs to be copied in CAPS LOCK for customers. In should be written totally the same way. In order to make it identical Excel function UPPER can be used. 

Use =UPPER(A2) in cases where you need to convert text to uppercase, replacing A2 with the appropriate cell value of general data field. 

Control data

Vendor: vendor number (ZVEN account group)

Tax information: copy from vendor

Marketing & Contact persons

Leave blank

Returns vendor - sales data

Currency: as per Order currency value in vendor Purchasing data

Switch off rounding: always check-marked

Cust. pric. proc.: always “4”

Shipping conditions: as per Shipping conditions value in vendor Purchasing data

Max. partial deliveries: always “9”

Underdel. Tolerance: always “10”

Overdeliv. Tolerance: always “10”

Brazil, Mexico, Taiwan: always “0”

Rest of them: always “1”

Partner functions

No information to be maintained here for new creations. Returns vendor rarely has partner functions assigned. Most commonly it would be CR - Forwarding Agent but this is not relevant for new creations.

Save the record.

Returns vendor changes & extensions

Once general data changes has been performed to raw-material and packaging vendor, Vendor team must request same change for its returns vendor account.

No validations needs to be done as it already should be done by Vendor team before performing changes to vendor master data. Normally, changes requested will include name and address change. If registration number has changed, new account must be created. 

If Customer team has received request for general data changes and we have returns vendor account with matching details, we should create a ticket for Vendor team to check if this information is applicable for vendor account. Only after their confirmations, returns vendor should be updated. 

Extensions to other sales areas are created automatically so there is no need to perform extensions if vendor is created for several company codes. DO NOT open company code view for returns vendors!

Returns vendor inactivation

There is no need to ask approval from Credit Management if we have received ticket to inactivate returns vendor account due to invalid VAT, or inactive vendor account. 

If request has been received from vendor team, following steps needs to be performed: 

1. After the name add "- INACTIVE"/"- DUPLICATE"/"- INVALID VAT" - according to the reason of deletion; 
2. Add blocks and deletion flags as described in Chapter "Blocking customer & Marking customer for deletion". 

Appendixes

Appendix 1 – Required documentation

A request for customer setup/maintenance must be accompanied by approvals and the documents listed below. 

- To set up Sales Account Manager. Requests should come only from Claire-Downing Smith.

- To set up Ultimate Consignee, Buyer, Freight Payer, Commissions Agent no documents are required, supply customer Name and Country and indicate SAP Number of existing Sold-to for link.

- To set up End User, Customer Service Representative, Credit Manager no documents are required, customer Name and Country is sufficient.

- To set up Returns Vendor as customer no documents are required, respective Vendor number has to be provided.

- To set up Intercompany please refer to SAP Intercompany Work instructions.

All other changes may be requested by filling Customer Master Data Maintenance Request or in a text message.

Appendix 2 – Changes/Approvals/Creations table

Appendix 3 – Requestors and Data Stewards

Appendix 4 – How to find and display order?

Sometimes it may be useful to find out who created a certain order in SAP. This can be used, for example, to determine a correct person to turn to when the VAT# of the customer changed, a new account has been created, and in order to block the old one all open orders need to be reassigned.

Transaction to display an order is VA03 – Display Sales Order. Fill Order number in the selection screen or use Search options to find it by Sold-to customer number:

Always press Search button, otherwise system will not execute the search. 

It is advised to sort the results by Document creation date if there is a lot of results. Then select double-click on the line you want to view. 

Press Display doc. header details button to see more information about the order:

You will see Order Type, Sales Area, user ID who created the order as well as order entry date:

In Partners tab all involved parties are displayed including Sales Account Manager and Customer Service Representative:

Here you can also see if any of the partners has been changed manually on sales order level by CSR. 

In order to display all changed done in the order, go to Environment - Changes:

Transaction to display several orders is VA05 – List of Sales Orders.

Fill in selection screen with necessary data, maintain information in Organizational data as well:

As a result you will see a list of orders that match selection criteria entered. You can adjust columns of the table as per your needs:

Appendix 5 – Transportation Zone coding

Transportation Zones are dependent upon Country Code master (T005). Customer, Vendor and Routes are dependent upon Transportation Zones.

Transportation Zone is defined based on Country Code (CC) and Postal code (PP..) as follows:

• For US:                      Country Code (US) + first 3 symbols of postal code, CCPPP (Example: US750 if the postal code is 75053-2029)
• For other countries:   Country Code + first 3 symbols of postal code if postal code is less or equal to 5 symbols, CCPPP
                                   Country Code + first 4 symbols of postal code if postal code contains more than 5 symbols, CCPPPP
• For countries which do not have zip codes (e.g. Ireland) : SAP Country Code + 3 or 4 zeros, CC0000.

Inner spaces and dashes are eliminated before concatenation:

Ex1: Country CA, Post code H7L 4R9 = 6 symbols = CCPPPP = CAH7L4 (no space)

Ex2: Country KA, Postal code 110-360 = 6 symbols = CCPPPP = KA1103 (no dash

Appendix 6 – Sales Account Manager setup (ZSAM)

Sales Account Manager creation and modification requests should be received only from Clare Downing Smith. If request is received from any other person, Clare's approval must be obtained before setting up or changing information on ZSAM accounts.

For SAM maintenance use T-codes VD01 - create /VD02 - modify /VD03 - display 

General data view: Address

General data view: Control data

No information to be populated here. 

Sales data view: Sales

Appendix 7 – Parent Account Setup (ZPAR)

Parent account setup and change requests should be received only from Credit Department. Along with the request they usually provide general data information (D&B report) for Parent setup. For ZPAR creation and maintenance use T-code FD01/FD02/FD03:

Account group: ZPAR Parent Customer

Customer: must not be filled, a number will be given automatically as per defined number range at the moment of saving the new record. 

Company code: can be opened for the same company code as the child accounts (sold-to customer) or ask to provide the necessary company code to the requester. 

General data view: Address

Name: Parent company name full name in CAPS LOCK followed by PARENT (DO NOT USE)

Search term 1: Should capture Parent's account name 

Street: Should capture Parent account address

Postal Code: Postal code / ZIP code as part of the address. SAP provides standard postal code format checks depending on the country maintained.

City: City name as part of the address. For some countries SAP may overwrite the City name with a value depending on Postal Code.

Country: Country key contains information which the system uses to check entries such as the length of the postal code or bank account number. The two-character ISO code is used.

Region: State / Province / County. Choose according to the City, should always be populated for US and Canada and optional for other countries.

Transportation Zone: not used

Language: always use "EN English"

Telephone: Telephone number, consisting of dialing code and number, but without the country code. Optional information. 

Mobile: Mobile telephone number, consisting of dialing code and number, but without the country code. Optional information. 

Fax: Fax number, consisting of dialing code and number, but without the country code. Optional information. 

E-Mail: Use to capture email address. Optional information. 

StandardComm.Mtd: Standard Communication Method for documents. Choose between “E-mail” and “Fax”. E-mail is the preferred Standard Communication method.

General data view: Control Data 

Tax information: Tax number or VAT number of the Parent customer. Use Tax number/VAT provided from D&B report or leave blank if not available. 

Company Code Data view: Account Management 

Recon. account: 11000100

Sort key: 001 

Company Code Data view: Payment transactions

Terms of payment: can be aligned with the subsidiaries or defaulted to standard terms Z001. 

Tolerance group: ARTG 

Payment history recorded: always check-marked

Selection rule: 001 

Company Code Data view: Correspondence

No information must be maintained here. 

Extras - Blocking data 

At the end of the setup, account must be blocked for posting:

Appendix 8 – Customer Invoice Email Job setup

When a new customer who wants to receive invoices via email is set up, it is required that the customer number must be added to the variant jobs which control email and paper (print job) of invoice output. The variants of the invoice output to be updated are as follows:

• Z_EMAIL are for switching ON e-invoicing
• Z_PRINT are for switching OFF printed invoices

Usually when an email address has been provided for e-invoicing and we switch ON e-invoicing, we switch OFF paper invoices by default even if requester did not mention that. Please note that there could be exception cases for so: 7252 & 7257 that will be described in the next steps. 

Enter transaction ZVAR_CHANGE and select variant name from drop-down list program variant that must be updated, and then press Execute.

Please note that if a sold-to customer has additional bill-to number added in master data partner functions, Invoice receiver details must be added also to the bill-to account, and both number (sold-to and bill-to) must be added to variants. 

Variants are activated after customer account is set and email for e-invoicing has been added in master data, and even if the customer is created only for one sales area, we are activating variants for all sales area options, so if you will extend customer to another sales are,  you will not need repeat this step. 

Z_EMAIL variant maintenance 

Variant  Z_EMAIL_7257
This variant has an exceptional setup rules depending on the fact if customer is IT domestic customer or not. Meaning,  if customer is located in Italy and opened for so: 7257 = it is domestic customer if customer is not located in Italy and opened for so: 7257 = it is non-domestic customer if customer is located in Italy and opened for any other sales area than so: 7257 = it is non-domestic customer For this variant maintenance we just need to pay attention to the first two points.
IF Customer is located in Italy + opened for so: 7257 (domestic customer) = e-invoicing and printed invoices must be switched OFF       Go to payer line and click on button Multiple selection.	As explained by giuseppina.barovero@aerovac.com:  ALL ITALIAN DOMESTIC customers receive an XML file automatically from SAP via SDI (that's why we have tax n. 4 field populated in the master data).  >> they don't want to receive a PDF via email from SAP (what is called ZRD1 output in the billing document header) >> we don't want to have paper copies printed out locally because it's not requested to store hard copies
In order to do that, in variant Z_EMAIL_7257 you need to add customer number (sold-to and bill-to) to Exclude Single values.  EMAIL variant 7257 = customer number added to Exclude single values PRINT variant 7257 = customer number added  Exclude single values Once added to the list, press button Copy and you will return to the previous page.
2. IF Customer is located in any other country than Italy + so: 7257 (non-domestic customer) = e-invoicing and printed invoices must be switched ON Go to payer line and click on button Multiple selection.	As explained by giuseppina.barovero@aerovac.com:  NON DOMESTIC customers follow the general rule: if they want to receive the billing documents via email, then the customer must be set in the variant for the e-invoice (email). We also need an hard copy printed out locally because of the local compliance about non XML invoices.
In order to do that, in variant Z_EMAIL_7257 you need to add customer number (sold-to and bill-to) to Select Single values.  EMAIL variant 7257 = customer number added to Select single values - to be added in the variant only if there is an invoice receiver added in master data  PRINT variant 7257 = no action required

Z_PRINT variant maintenance

List reports

You can also download any of these variant lists by selecting the Download Payers button in ZVAR_CHANGE main screen.

Note the location to where this file will always be downloaded on your computer.

Appendix 9 – Bank details

Bank details should be added only to the sold-to accounts. 

Bank details can be added only when AR or CS has provided one of the following bank details conformations: 

1) customer letterhead with bank details 

2) email  from customer saved in pdf format, in which customer asks to use certain bank account for the refund. Customer email domain should match with other contacts set up in the systems for the given customer number. 

Prior of making any amendments in the system you must validate bank details provided. See work instructions "Validations For Customer And Vendor Master Data"

1) If you have bank details with IBAN number, the easiest option to add it is:

• after you have validated IBAN number and validation results comes back with no errors
• go to the sold-to account for which you need to modify the bank details by using transaction XD02
• in general data view - go to Payment transactions and press on button IBAN
  
  
  
• then press button Switch input type
  
  
• copy and paste the IBAN number and add SWIFT/BIC code, then press Generate bank details
  
  
  
  
• by doing this, system will divide all the information in the fields required
• then add sequential number of bank account, set “0001” for default banking details, for the others “0002”, “0003”, etc.

  
  

  
  
  
  in case there is several bank detail lines, bank type should go in sequence ,e.g. 0001, 0002, 0003 etc. 
• and if you are adding bank details for refund, you might need to change payment method in company code (if requested) 

2) If you have other type of bank details 

Ctry:                                         Enter country code of the bank.

Bank Key                                 Bank key / Sort code for UK / ABA for US / CSA for Canada.

Bank Account:                        Enter bank account number.

Bk.typ:                                     Sequential number of bank account, set “0001” for default banking details, for the others “0002”, “0003”, etc.

Swift Code or BIC is used ONLY for International Wire Transfers. If you are doing only domestic payments then you only need ABA or routing number of bank instead of swift code. Some International wires require an IBAN number, but bank accounts in the USA do not have an IBAN. However, you need to provide ABA Routing Number and your Account Number along with Swift Code of bank to initiate International wire transfer.

Europe: The registrations of Swift Codes are handled by Society for Worldwide Interbank Financial Telecommunication (“SWIFT”). Swift Code is a standard format of Bank Identifier Codes (BIC) and it is a unique identification code for a particular bank. The Swift code consists of 8 or 11 characters:

• First 4 characters - bank code (only letters)
• Next 2 characters - ISO 3166-1 alpha-2 country code (only letters)
• Next 2 characters - location code (letters and digits) (passive participant will have "1" in the second character)
• Last 3 characters - branch code, optional ('XXX' for primary office) (letters and digits)

America: An ABA number (or RTN - Routing Transit Numbers) is a code that identifies your bank. This code helps other banks transfer money to and from your account; it is similar to an address which tells everybody where to find your account. “ABA” is used because the American Bankers Association (ABA) assigns the numbers to banks. It is usually nine digit number.

Appendix 10 – SAP table lists 

Commonly used SAP tables for reporting.

Transaction: SE16 or SE16N

Appendix 11 – How to check partner functions 

When you are checking a given account number and you want to see if this account is linked to any other account, you can find it in the following way.

Open the account, go to Extras - Customer Partner functions:

Example: account 10001779 B/E AEROSPACE INC (created as goods recipient account) is linked to:

• as a ship-to partner to sold-to account #10001006 B/E AEROSPACE INC - SFC NOGALES in sales area 7223/IM
• as a ship-to partner to sold-to account #10002592 B/E AEROSPACE INC in sales area 1237/IM
• and exists as ship-to partner for itself in sales areas 1237/IM, 1237/AM,7223/IM,7223/AM

So if you would open sold-to account #10001006 B/E AEROSPACE INC - SFC NOGALES in sales area 7223/IM - partner functions tab, you would see all the partners linked to this sold-to account, including the ship-to account from screenshots above:

Appendix 12 – Customer mass maintenance  

To perform change of a value in the same field for a list of customers Transaction XD99 – Customer master mass maintenance can be used.

NOTE! The transaction XD99 should be used with extreme caution!

First option - when you need to change field data to the same value for several customer records

Select the field(s) to be changed:

Use search function (binocular) to easily find the field to be changed. Use technical name of the field in search. You can find out technical name of the field pressing F1 when field is selected and pressing Technical Information button:

Technical information of the field will be displayed:

Limit selection as much as possible to perform the change only for the customers that need it:

Use additional options on the bottom of selection screen to amend selection options or add/remove selection fields if necessary:

As example Country field has been added to the list of selection criteria:

Additional field is available now for record selection:

The required new value(s) have to be entered in the designated space above list of customers. It is possible to deselect customers that do not require data to be changed:

Press the Carry Out a Mass Change button. New value(s) will be copied to selected records only:

Press the floppy disc icon to save the changes. Check the message to verify if all the records were changed:

Second option  - if you have an excel sheet prepared with the new data

Select table which you want to update, then press on Import Data from file, select the file you have prepared for mass upload

Select option with header line if you have column names in excel first row