Table of contents 

Scope

   

ERP

  

References

Attachments


INTRODUCTION

Objectives and scope of this procedure

This OP explains how to create a company and a plant in SRM7.

Requirements in project scope


Before the creation of the new company and plant you need to gather the following information.

Information needed

Person that can give you the information

SRM Application Manager's name

Project manager*

List of users who will work in this plant and who will need SRM access

Project manager or SRM Application Manager (if you've got the name)

Attributes for the users (managers, catalogs, other co-plants...)

Project manager or SRM Application Manager

Delivery AddressProject manager or SRM Application Manager (can also be checked on the back-end)

GBU / Function (department inside plant)

Project manager

Financial approval structure

Project manager and WW controller for the GBU / Function

Technical approvers

Project manager or SRM Application Manager

Purchasing approvers (Capex, Local, Panel)

Project manager and Purchasing Key User

Purchasing Organization(s) and Purchasing Group(s) of the plant
  • P.Org. only needs to be defined if plant is from PF1 (if plant is from WP1 P.Org. is inherited - already defined for the zone)
  • P.Grp. always needs to be defined to allow the plant to be used
Project manager or SRM Application Manager

 

*In general is from IS team.


NOTE: inform on first email to be sent to Project manager, that Purchasing and Financial Approval structures must be validated by Purchasing Key User and WW Controller, respectively (add both responsible in copy, if already identified Gbu/Function).

If modifications should be done after structures already created, it also must be validated by Purchasing Key User / WW Controller.

Requirements in regular scope (not project)


Information needed

Person that can give you the information

SRM Application Manager's name

Check in the list of SRM AM the possible person, according to location. If not possible, contact the site's End User Partner

List of users who will work in this plant and who will need SRM access

SRM Application Manager OR End User Partner

Attributes for the users (managers, catalogs, other co-plants...)

SRM Application Manager OR End User Partner

Delivery AddressSRM Application Manager OR End User Partner (can also be checked on the back-end)

GBU / Function (department inside plant)

WW/Zone Controller

Financial approval structure

WW controller for the GBU / Function

Technical approvers

SRM Application Manager OR End User Partner

Purchasing approvers (Capex, Local, Panel)

Purchasing Key User

Purchasing Organization(s) and Purchasing Group(s) of the plant
  • P.Org. only needs to be defined if plant is from PF1 (if plant is from WP1 P.Org. is inherited - already defined for the zone)
  • P.Grp. always needs to be defined to allow the plant to be used
SRM Application Manager OR End User Partner

 


NOTE: check first if the plant and company are created in the backend system (WP1 or PF1). If not, transfer the ticket to ADPM team to check the status creation.

Validation


Before you can create the Company or the Plant departments there are some checks to be done.


  • Check if Company code is already created in the back-end


Go to PF1/WP1 (depends on the legacy of the company) - Tcode SE16 - table T001


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Main activities

Tips / Best practices

Key points

1Access T-code SE16, insert table "T001" and press Enter

2Insert the company code to search
In case the company code is not known, this search can be done with other filters
3Click on "Execute"

4A screen with information of the company will be displayed

  • Check if Plant code is already created in the back-end


Go to PF1/WP1 (depends on the legacy of the plant) - Tcode SE16 - table T001W


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Main activities

Tips / Best practices

Key points

1Access T-code SE16, insert table "T001W" and press Enter

2Insert the plant code to search
In case the plant code is not known, this search can be done with other filters
3Click on "Execute"

4A screen with information of the plant will be displayed


  • Check if Plant is already replicated in SRM7


Go to BP2 - Tcode PPOSA_BBP

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Main activities

Tips / Best practices

Key points

1

Select the tab "Extended Attributes"

For the check you can use any user or department

Don't save nothing in this process

2

Click on the circle for "Locations"

 

 

3

Enter the Plant code

 

 

4

Select the system where the plant is set

 

 

5

Press enter

 

 If the following message show up it means that replication is not done

 
To do the replication, go to BP2 - Tcode SE38
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Main activities

Tips / Best practices

Key points

1

Enter the program "BBP_LOCATIONS_GET_SELECTED"

 

 

2

Click on the icon " " Execute

 

 

3

Enter system where plant is created

 

 

4

Enter the Plant code

 

 

5

Untick all boxes

 

 

6

Click on the icon " " Execute

 

 

Freshdesk ticket handling


When a ticket arrives to the PTP D&A SRM Freshdesk Group, the ticket is pick up by a team member.
The ticket needs to be updated (if needed) to the correct classification "PTP Request ", PTP-Process "Data & Analysis, PTP-Subprocess "SRM7" and PTP-Category "Approval structures maintenance".

  • Make analysis of the request to see the person responsible to validate the request.
  • Check if the ticket requester is the Site Application manager /WW Controller/Purchaser Key User or was validated by Site Application manager/WW Controller/Purchaser Key User. To check the person responsible to validate see the link below:

{+}https://docs.google.com/spreadsheets/d/1_5H3sPBO7bN3HJvOcx_hRUsmujwLHhYKoTXEpmRxU3M/edit#gid=2051071738+
If not an approved requester, the team contact the Site Application manager (AM)/WW Controller/Purchaser Key User to validate the request.  (1)
§ Change the status of the ticket to "Need for more information"
If yes, proceed with the changes

  •  Make the necessary changes
  •  After the modifications are done the team member Inform all involved parties in the loop of the changes made.

The ticket can now be closed.
§ Change the Ticket status to "Closed".
(1) When an email is sent asking for more details (requester) or some kind of approval (AM + WW Controller), always put all involved parties in the loop (Requester + AM/WW Controller);
- If no feedback was provided, after 3 days we send the 1st reminder asking for feedback;
 
- If no feedback was provided, after 3 days we send the 2nd reminder asking for feedback;
 
- Finally if no feedback was provided, after 3 days we send a 3rd message with the following text:
 
*Dear xxxx,
As we didn't received any feedback for our question/s it's not possible to our Team proceed with your request.
Please be informed that we need your site Application Manager/ WW Controller/Purchaser Key User approval to proceed with your account creation as requested (for example).
Dear Application Manager, we will proceed with the closure of this ticket.
 
If you can provide us the requested feedback please just reply to this message and the ticket will automatically re-open in order to our Team proceed with requested actions.
 
Always at your disposal,
SRM Team*

STEPS OF THE PROCESS 

Create Company department


Go to BP2 - Tcode PPOSA_BBP
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Main activities

Tips / Best practices

Key points

1

Click on the icon " " Display/Change

 

 

2

Click on "Structure Search"

 

 

3

Select "Procurement Organization"

 

 

4

Select the system of the Company

 

 

5

Select the Zone of the Company

 

 

6

Select the country of the Company

 

 

7

Right click on the Country of the Company

 

 

8

Click on "Create"

 

 

9

Select the line "Is line supervisor of"

 

 

10

Click on the button " "

 

 


Note: For Asian Companies, create an intermediate department between Country and Company departments with the name of the company in English


After the company department is created we need to enter some information's on the "New Organizational unit".
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Main activities

Tips / Best practices

Key points

1

Select the Tab "Basic Data"

 

 

2

Fill with - RQ + Zone code + country code + company code

 

 

3

Fill with - Company name

 

 

4

Select the Tab "Address"

 

 

5

Enter the city of the company Headquarter

 

 

6

Enter the Country code of the company

 

 

7

Select the Tab "Function"

 

 

8

Tick the "Company"

 

 

9

Enter the Company Code

 

 

10

Enter the System of the Company

 

 

11

Select the Tab "Attributes"

 

 

12

Double click on the "Company Code"

 

 

13

Enter the Company Code

 

 

14

Enter the System of the Company

 

 

15

Tick the "Default"

 

 


Create Plant department


Go to BP2 - Tcode PPOSA_BBP
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Main activities

Tips / Best practices

Key points

1

Click on the icon " " Display/Change

 

 

2

Click on "Structure Search"

 

 

3

Search for the Company department for the plant

 

 

4

Right click on the Company

 

 

5

Click on "Create"

 

 

6

Select the line "Is line supervisor of"

 

 

7

Click on the button " "

 

 


After the plant department is created we need to enter some information's on the "New Organizational unit".
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Main activities

Tips / Best practices

Key points

1

Select the Tab "Basic Data"

 

 

2

Fill with - RQ + Zone code + country code + plant code

 

 

3

Fill with - Company name (in capital letters) + Plant name (in small letters) in English (even for Asian plants)

For Asian: Company name is in Asian language

 

4

Select the Tab "Address"

 

 

5

Enter the city of the company Headquarter

 

 

6

Enter the Country code of the company

 

 

7

Select tab "Extended attributes"

 

 

8

Click on the circle for "Locations"

 

 

9

Enter the Plant Code

 

 

10

Enter the system of the Plant

 

 

11

Tick the square "Default"

 

If the square is not tick an error will occur when creating a SC.
The system will not be able to link the Purch. Org. to the plant.

12

Select the Tab "Attributes"

 

 In case of a different currency, check if new currency is extended to the plant*, then add to field "CUR" (Local Currency).

13

Double click on the "Delivery address" and enter the delivery address code(s) and tick the plant code as "Default"

To create the delivery address see (2.3. Create delivery address)

 

14

Double click on the "User Authorized to Extract the Structure" and enter the user ID

 

 

* To check if the currency is extended to the plant: go to BP2 (it can also be applied to BQ2/BV2), tcode SE16 > table TCURF


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Main activities

Tips / Best practices

Key points

1

Enter "M" in "Exch. rate type" field

 

 

2

Enter the currency in "From currency" field and run

 

 

3

Check if all entrances has the code "EURX" in "Alt.exch.ratety" column

If the lines are in blank, inform the responsible for the plant creation (Project manager/Application Manager).

EURX code means the system will convert the main currency to another (reference in each line).

If there is not this code, the system will not convert the currency from shopping cart to the one from the plant and, because of this, the financial approval flow will not be determined.


Create delivery address


To create the delivery address we need to fill an excel file:
 

  • The delivery address needs to be provided by the SRM7 Application Manager. This information can also be found in the t-code to search if plant is created - SPRO or SE16 (table T001W) - by double click on the line.
  • If the plant is from WP1 it's also possible to check the delivery address on t-code OX10.


The file must be saved as Unicode Text to be able to use Asian characters.

Check the .txt unicode file and see if the Asian characters are visible.


If the characters are not visible, check the Font. The font should be "Arial Unicode MS" and the Script "Chinese GB2312". If the font "Arial Unicode MS" doesn't appear select the option "Show more fonts" and select the font to show. 

 


Now we can upload the file.


Go to BP2 – Tcode ZWPU01G
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Main activities

Tips / Best practices

Key points

1

Select the circle "Local File"

 

 

2

Click on the icon " "

 

 

3

Double click on the file to upload

 

 

4

Click on the icon" "

 

 

5

Take note of the Address number

 

This is the number to enter in the attribute ADDR-SHIP


To check the Address go to BP2 – t-code SE16, table "ADRC" and enter the delivery address number


NOTE: In Namibia, the "Postal Code" is not defined, for this reason when we upload a delivery address from Namibia we don't need to fill this mandatory field.
SRM7 system was updated to allow this specificity.

REFERENCES

ATTACHMENTS

End of document