By clicking on button it is possible to check who is the approver of the request.

1. Necessary checks before approving a request for a new Vendor record

The mandatory information must be provided on the VWF request.

The checks listed must be performed, and if necessary the master data of the vendor has to be updated.

1. Searching for an existing vendor in PRS, PF1 and RCS

Search for existing vendors by using the transaction XK03. This transaction is available in all systems.

07 – In the Vendor field, just click on the “match box”, or just press the shortcut button “F4”.

In the next window it is possible to perform the checks. To search for an existing vendor it is important to perform multiple searches using different spots in order to do not limit the search. The main spots are: Name, Postal code and Tax Number.

The search by name and postal code could be performed in Vendor (General) tab, and the search by tax number should be performed in tab Vendor by Tax Information.

08 – Postal Code: Insert postal code referenced.

09 – Name: Insert the most significant part of the vendor name using “*” before and after the name, to expand the search. This will show all vendors that have any character written before or after the name typed.

10 – Tax Number 1: Federal Tax ID (US) / RFC (MX) / CNJPJ (BR) / CUIT (AR).

11 – Tax Number 2: Social Security ID (US) / CPF (BR) / NIP (AR).

If the vendor is not created in the system, then it is necessary to proceed with its creation. If it is already created, check for possible updates and inform the Vendor number to the requester.

1. Documentation needed to create a new Vendor

There are some mandatory documentation and information that should be provided with the request of a new vendor creation and modification, depending on the Country. Hereunder there are the specificities for US, BR and MX. Other countries in NAM or LAM do not have mandatory documentation that should be attached to the request.

1. United States

W-9: Form W-9 is used in the United States income tax system by a third party who must file an information return with the Internal Revenue Service. It requests the name, address, and taxpayer identification information of a taxpayer.

12 – Vendor name and DBA.

13 – Vendor tax classification. It will be used to determine if vendor will receive 1099 report from Solvay or not.

1099 Definition:

Form 1099-Misc is a tax form that reports the year-end summary of all non-employee compensation. The 1099-Misc form covers rent, royalties, self-employment and independent contractor income, crop insurance proceeds and several other kinds of miscellaneous income.

14 – Vendor address.

15 – Vendor tax number:

• Social Security Number, composed by 9 numbers, in this format: “000-00-0000”, normally used by nature person or

• Federal Tax ID or Employer Identification Number, composed by 9 numbers, in this format: “00-0000000”, only used by companies.

16 – Vendor signature and date.

The W-9 Form can be filled electronically or hand written. However it is mandatory to receive a digital copy with a hand write signature on it.

1. Brazil

For Brazilian vendors, there are not mandatory attachments. However the requester needs to inform a valid Tax Number. In Brazil, the companies tax number is called CNPJ (Cadastro Nacional de Pessoa Jurídica), and natural person tax number is called CPF (Cadastro de Pessoa Física)

Once the CNPJ data can be confirmed in Brazilian government website, no attachment is mandatory.

To consult a CNPJ it is necessary to access Receita Federal Web Site and insert the tax number.

17 – Vendor name;

18 – Vendor address;

Note: If the address requested by the requester is different from the one in the site, do not proceed with vendor creation and contact the requester asking them about an alignment. The address must be the same as on the government website, otherwise the system presents legal issues when printing the invoices.

19 – Vendor Federal Status;

Note: “Ativa” means that vendor is Active and regular with their Tax obligations with government.

“Inativa” means that vendor is not active and in this case cannot be created, contact the requester and inform the situation.

Based on the CNPJ number , the Data Controller must check if the vendor has State Tax ID. It will be checked on SINTEGRA Website (governamental portal). Select the State inside Brazil Map (they are all identified with the 2 letters that represent them).

Depending on the State it will bring a different screen to search companies.

20 – Insert vendor’s CNPJ on this field and click in “Pesquisar” (Search).

21 – Vendor Inscrição Estadual number: State Tax number for vendors which the main activity is to sell products and not services;

22 – Vendor Name;

23 – Vendor address;

Note: This address needs to match with Receita Federal Website information.

24 – Vendor current Status:  

• Habilitado + Ativo: The vendor doesn’t have any restriction and can make any business;

• Não Habilitado – Baixado + Ativo: The Vendor has “Inscrição Estadual” but doesn’t have the obligation to make activities as ICMS contributor. They can only make business as final consumer.

• Nenhuma ocorrência + Ativo: The vendor doesn’t have State obligation (ICMS contributor)

• Não Habilitado + Ativo ou Não: Irregular status with Government. Can not make business.

• Não Habilitado – Baixado + Diferente de Ativo: Irregular status with Government at 2 levels (Secretaria da Fazenda and Receita Federal). Cannot make business.

• Nenhuma ocorrência + Diferente de Ativo: The Vendor doesn’t have Inscrição Estadual but it is irregular with “Receita Federal”. Cannot make business.

Note: It is very import to check SINTEGRA website to fill correctly vendor’s Tax Code 3. If not, it is possible to have Fiscal issues in the future.

If vendor doesn’t have a valid Tax Number, keep this field blank.

1. Mexico

For Mexican Vendors creation it is mandatory to have a PDF with their tax information, called RFC. The tax identification number is presented in two parts of the document:

1. Main Rules to create a vendor

When approving a new VWF request, there are some rules that must be strictly followed:

• All the information must be entered in upper case;

• No special characters are allowed, such as:

• FOR US: Type complete company name unless the company name begins with “THE”. If the company name begins with “THE” do not use. Example THE BASF CORP, enter the name in RCS as “BASF CORP”.

• Abbreviate as follows (if applicable):

• CO (Company);

• INC (Incorporated);

• CORP (Corporation);

• MFG (Manufacturing);

• LTD (Limited);

• LLC (Limited Liability Corp);

• LLP (Limited Liability Partnership);

• ST (Street), RD (Road), DR (Drive), CT (Court), AVE (Avenue), Blvd (Boulevard), LN (Lane), HWY (Highway), PKWY (Parkway) and PL (Place);

• S (South), E (East), W (West) and N (North);

• SE (South East), NE (North East), NW (North West) and SW (South West);

• 1ST, 2ND, 3RD, 4TH, 5TH etc.;

• Ste (Suite), Bldg (Building) and Apt (apartment).

No spaces should be entered for company names with alphabetical abbreviations, example, ABC CO and not A B C CO.

• FOR US: Enter 5 digit zip code or 5 digit “-“ four digits when available. (08520 or 08520-3022);

• FOR US: When the vendor has another name like a DBA (Doing Business As) mentioned in the W9-Form, this name should be written in the second line with “DBA” in the beginning;

• FOR BR: Enter 5 digit zip code “-“ three digits when available. (80240-280).

1. General Data

On the first tab check the following information:

26 – Account Group: Which type of vendor is being handled in the VWF.

• Zxxx is a code specific to country, or group of countries, of a regular vendor.

This code depends on the country to each the vendor is being created.

Most common account groups used for LAM/NAM:

Z3U0: Regular vendors in USA*;

Z3UA: OA Vendors (Purchasing Order Address) in USA**;

Z3M0: Regular Vendors in MX;

Z1B0: Regular Vendors in BR;

ZQ00: Vendors from countries which don’t have a specific code;

*In RCS the equivalente account group is Z010.

** In RCS the equivalent account group for OA is Z009.

• ZZCD is for miscellaneous creditors and thus is not in the scope of Purchasing.

This code is intended for creditors that bill expenses that are not purchases, such as taxes, non-negotiable fees, etc. The same company may have a record in Zxyy as a vendor, and a second one in ZZCD as a miscellaneous creditor (for example, a law company may bill law consulting and also legal non-negotiable fees). In order to avoid duplication in the system it is advised that in such cases only Zxyy account group should be maintained.

It is equivalent to Z011 Other third Party within RCS.

27 – Name: The legal name of the Vendor as on the W-9 form (US) / “Cartão CNPJ” (BR) / RFC (MX) or as in the form (if available). If the name has more than 35 characters it should be split in two lines.

Sometimes the requester can fill another line that is used to enter other names the vendor is known as. E.g.: DBA, C/O, FKA etc.

28 – Language:

English for US;

Portuguese for BR;

Spanish for Other LAM countries and MX.

29 – Search Term 1: Always the significant part of the Vendor’s name;

30 – Street: Only the Street name without the house number;

31 – House Number;

32 – Tax Jurisdiction: If the District and Postal code are correct filled, the Tax Jurisdiction code is automatically filled according to SAP database;

33 – District: Mandatory for BR, optional for other countries;

34 – Postal Code: Fill with the postal code informed;

35 – City;

36 – Region: state/province/county;

37 – PO Box: If the vendor has an alternative PO Box to receive correspondence and checks. If this field is filled, system will get address of this PO Box instead of Street address;

38 – PO Box P.code: Postal code for PO Box if different from the one informed in address;

39 – Other City: if the PO Box is located in a different city that the one informed before, inform here to have the correct address in the correspondence.

FOR US

In case of issue with the Tax Jurisdiction Code for US it is possible to confirm the Postal code by accessing the website: < http://www.zip-info.com/search/zipcode.htm >

Mark checkbox ‘county name and FIPS code’ and enter the vendor postal code in the text box. Then hit ‘Go’:

The County name (District) will be given:

1. General Data 2 

In this tab there is vendor’s Tax information. Each country/region has a specific code as in the examples below.

FOR LAM (BR)

40 – CNPJ:  Should be informed by the requester;

41 – CPF: substitutes the CNPJ when the vendor is a person and not a Legal entity;

42 – Inscrição Estadual: Mandatory field, bu if the vendor does not apply to this tax, the requester usually fills the field with “ISENTO”;

43 – Inscrição Municipal: Optional number filled by the requester;

44 – DUNS Direct code - Data Universal Numbering System is a unique nine-digit identifier for businesses. It is used to establish a business credit file, which is often referenced by lenders and potential business partners to help predict the reliability and/or financial stability of the company in question.

Insert the code retrieved in D&B website (described below in this section how to find DUNS);

45 – Reason for the absence of DUNS: This is a mandatory field where we can have 3 possibilities:

• SGL (Single Location): when the DUNS Code is found.

• TBD (To Be Determined): When it is not possible to search for the DUNS in D&B website for some reason, this status means that DUNS code will be filled latter.

• UKN (Unknown): this reason should be used only when the search doesn’t return any result.

NOTE: If the Tax is not applicable, it is necessary to exclude the word “ISENTO” from Tax number 3 field manually using transaction XK02 by accessing the Vendor Master data in local system and making the change in “Brazil Tax Data”.

This access is available in both local systems. Enter with the vendor number and company code. On the second screen, Control, find the button Brazil Tax Data.

59 – Results for the combined search;

60 – Results for each field separated;

61 – Click on this to see the results of the search.

If the search returns more than one result, it will appear in several lines, and then it is necessary to have some basic information to confirm the correct one.

Clicking on the line of the result, access the detailed information about the vendor.

1. Phone / Fax / Mail

On this tab are registered the telephone, mobile phone and fax numbers. Check these fields to grant that it was filled without the country code number and also without any special character.

More than one phone/mobile phone/fax/mail can be entered; however one of them has to be defined as default:

62 – Default: This flag should be selected on the main contact of the vendor; it will define the first information that will be shown in vendor master data;

63 – Country: Select the country code (two letters), system will recognize it to complete in the telephone number;

64 – Telephone: insert telephone number without any special character, spaces or country code number. Enter only state and local numbers;

65 – Extension: fill if applicable;

66 – Telephone Number: the format is automatically filled by the system;

67 – Notes: Possible to add any kind of note next to the telephone in order to facilitate the contact when needed;

• Same rules for Telephone and mobile phone.

68 – E-mail address: fill the email address. The notes field can be used for additional comments.

1. Distribution

This is the tab where the requester chose for which system the vendor should be sent:

ERP (PF1) or RCS (WP1_400)

69 – Target System: choose the system PF1 / RCS or both;

70 – Tft RCS: If RCS is chosen this field should be filled with an “X”, meaning that all general data should be transferred from PRS to RCS.

1. Communication Area

In this tab, the requester could insert any additional information or instructions regarding the creation of the vendor. The messages could be for an action from D&A Team or any useful information to the approver. Usually extensions to company code, bank data and withholding tax information are inserted here.

 

1. File Attachments

The W-9 Form, the Vendor Enrollment Form, Bank details and any other documentation that is considered relevant, such as e-mails, government and other legal documents have to be attached in this tab.

It is mandatory to have W-9 Form for US vendors and RFC document for MX Vendors.

1. Purchase 

 

In this tab the requester selects all the Purchase Organizations to which the vendor should be extended. All information regarding Purchasing view are filled in this tab.

The Purcahsing view is automatically created when the request is approved.

 

71 – Target System: Local system selected to transfer the vendor;

 

72 – P.Org: Purchasing organization chosen to extend the vendor;

 

73 – Terms of payment: According to the request;

 

74 – Incoterms: International Commerce Terms. It defines a part of commercial agreements that indicates how the goods will be delivered, where and at which cost. It is usually informed by the requester; if it is not defined, FOB is used as standard.

 

75 – Incoterms 2: Second part of Incoterms where is determined the location where the goods will be delivered. It could be at the factory or at a specific port. This is a mandatory field, if not provided by the requester insert “.”;

 

76 –Currency;

 

77 – GR-Based Inv. Verif.: If this field is flagged it means that the Goods Receipt (GR) is mandatory to enable invoices to be posted against the PO;

 

78 – Acknowledgment Reqd: This flag means that an Acknowledgment is required for the POs that are generated to this P. Org. This is a task performed by Provisioning Team and helps them to follow-up the purchasing;

 

79 – Automatic Purchase Order: This box flagged means that POs could be automatically generated for this vendor based on some system checks

Once all tabs are reviewed, proceed with the VWF approval.

 

1. Approving a Request to create a new vendor (With Webform)

Different of the previous Form, on this request the vendor is the responsible to fill in some fields. The tabs in this request are pretty the same as the ones described in chapter 4.4.3 with addition of three tabs more that will be described below.   

1. WebForm

This is the tab where the vendor fills their Name and contact, the information filled in this tab is replicated to General Data tab (Attention to remove the special characters whenever necessary).

1. E-Mail body

Email sent to the vendor and any other email sent related to this request.

1. Bank

In the tab “Banks” the vendor is able to fill their bank account.

NOTE: Data Controller is not able to insert, change or delete bank data in VWF to create a new vendor with web form. The bank data should be managed through transaction XK02 explained on OP to create manual vendors or via VWF web form according to the rules described in next chapter.

1. Bank Data Maintenance

Bank Data is a very sensitive field in the system due to the fraud vulnerability. D&A Team is a key part in the process to identify any threat and apply rules defined by Solvay Group in order to minimize and/or avoid any kind of attempts to enter a fraudulent bank account.

 

D&A Team is responsible to check for duplicated bank accounts to avoid any mistake and/or double payments.

Bank data is not mandatory when registering a new vendor in the system as vendors could have other payment methods such as Check or Boleto. Because of that, the data can be added and/or updated at any time, depending on the negotiation with the vendor.

Bank Information maintenance can be asked whenever:

 

• Vendor Creation Request is received;

 

• SBS AP Team identifies that the bank data on the invoice is different from the Vendor Master data;

 

• SBS Internal Controls Team identifies any issue with the bank account registered in Vendor Master Records;

 

• Vendor asks to insert or change the bank data;

 

• Buyers ask to insert or change the bank data.

1. Update/Create Bank Information

A Valid Bank Account Information usually is an official bank letter, header of bank statement (containing tax ID) or copy of vendor’s check. It could also be considered valid a vendor invoice or vendor information letter in PDF format.

 

The information could come to Data & Analysis Team directly from an email sent by the Vendor, via Vendor Workflow Tool from the buyers or via direct contact with SPOC Team.

 

When the information is received directly from the vendor, it is considered a valid document if:

 

• Received from exactly the same email address that is set up in the system or

• The email domain is the same domain/name of the company.

 

If one of these conditions is true, proceed with the bank update. However if the information comes from a different person or different email that the one registered in the system, then proceed with the Outbound process to confirm the bank information directly with the vendor.

 

All Bank Data should be set in PRS system. It is replicated automatically to the local systems: PF1 and WP1.

 

It is important to double check the information in order to guarantee that everything was correctly transferred to local systems.

Data Controller is allowed to change bank data format and patterns in order to adapt bank information to the correct form

 

Bank information is set in SAP PRS (PF1_050) system.

 

Using transaction XK02

Note: All updates and modifications in Vendor Bank Data should be justified in a ticket or VWF and this reference number should be inserted in the Comments bar in the first screen of XK02 (Change Vendor: Address).

1. Country Specificities

In order to update bank accounts in SAP, there are some specific rules that should be followed depending on the banks country.

 

1. United States of America

Example of information received in PDF:

80 – Country: US;

81 – Bank Key: ABA or Routing;

82 – Bank Account: Bank number, all digits;

83 – Bnkt: USD1 (US Dollars).

1. Canada

Example of Canadian bank information received:

84 – Bank Number to compose bank key

85 – Transit Number to compose bank key

86 – Country: CA;

87 – Bank Key: Bank Number + Transit (9 digits total). If missing a digit, insert a 0 in the left, before bank number;

88 – Bank Account: Bank account or number;

89 – Bnkt: CAD1 (Canadian Dollars).

In necessary, bank numbers can be checked here.

1. Mexico

For Mexico the numbers are called Clabe Interbancária, composed by 18 digits. The use of the code depends on the bank.

BANAMEX accounts:

Example of Clabe received:

90 – Country: MX;

91 – Bank Key: Swift Code;

92 – Bank Account:

• BANAMEX: "cuenta" with 11 digits OR "Clabe Interbancária". Use 11 digits, skip the 6 first, take 11 and skip the last one. Ex: 002238000136515077

• OTHER BANKS: "Clabe Interbancaria". Use all 18 digits;

93 – Acct Holder:

• BANAMEX: left blank

• OTHER BANKS: Add a comma, then write vendors name  ", Vendor's Name";

94 – AK: should be populated with “01” for all vendors unless requested some specific value. In some special cases the vendor requires a numeric or alphanumeric reference (info gathered and provided by Local Finance):

• Value '99' to indicate that vendor expects a value in the alphanumeric reference field in the XML (max 20 characters);

• Value '98' to indicate that vendor expects a value in the numeric reference field in the XML (max 10 characters);

• Value “96” if the vendor expects two references (a numeric and an alphanumeric) in the XML with the numeric reference stored in the master data (field reference details),  and the alphanumeric one in the document;

• Value “97” if the vendor expects two references (a numeric and an alphanumeric) in the XML with the alphanumeric reference stored in the master data (field reference details) and the numeric one in the document.

95 – Bnkt:

• BANAMEX: 4 zeros. Ex: "0000"

• OTHER BANK: Zero + 3 first digits of "Clabe". Ex: 0256

• USD: Sometimes the currency "USD" is used as well, when this occure, use USD1.

1. Brazil

Example of bank data received:

96 – Country: BR;

97 – Bank Key: 8 digits composed by Bank code with digit (4 digits) + Agency (4 digits);

98 – Bank Account: Minimum 5 digits . Fill it with  Bank account. If less than 5 digits complete with zero on the left. Bank account digit should be inserted in AK.

99 – AK: Bank account digit. Always disregard the dash “-“. If it has only one number, insert a blank in front of the number (" "6);

100 – Bnkt: BRL1 (Brazilian Reais).

Bank Numbers with Digit:

 

Bank Name	Code
Banco do Brasil	001-9
Santander	033-4
Caixa Economica Federal	104-0
Credibanco	109-0
Multi-Banco	148-1
Nossa Caixa Nosso Banco	151-1
Pactual	208-9
Banco Bandeirantes	230-5
Banco Boa Vista	231-1
Banco Bradesco	237-2
Banco Cidade S/A	244-5
Banco Cacique	263-1
Banco Itau	341-7
Santander Brasil	353-0
Banco Real	356-5
Banco Mercantil do Brasil	389-1
Banco Mercantil de São Paulo	392-1
Banco HSBC	399-9
Banco Safra	422-7
Banco Rural	453-7
Banco Votorantim S/A	655-6
Citibank	745-5
Banco Modal S/A	746-3
Banco Cooperativo do Brasil	756-0
Banco Banrisul	041-8

 

1. Argentina

In Argentina, the bank account is called Clabe or CBU and is composed by 22 digits.

Example of Clabe received: 0150539901000107864351

 

101 – Country: AR;

 

102 – Bank Key: First 3 digits  of "Clabe". Ex: 015;

 

103 – Bank Account: As this field only comport 18 digits, insert the first 18 digits here. The last 4 digits will be placed in “Reference” field. Ex: 015053990100010786

 

104 – Bnkt: ARS1 (Argentinian Pesos);

 

105 – Reference: The last 4 digits of Clabe. Ex: 4351.

1. Venezuela

 

In Venezuela, bank account is called Clabe or Conta Corriente and is composed by 20 digits.

 

Example of Clabe or Conta Corriente received: 24518623568452197584

106 – Country: VE;

107 – Bank Key: First 4 digits  of "Clabe". Ex: 2451;

108 – Bank Account: As this field only comports 18 digits, insert the first 18 digits here. The last 2 digits will be placed in “Reference” field. Ex: 245186235684521975;

109 – AK: The last 2 digits of Clabe. Ex: 84;

110 – Bnkt: VEF1 (Bolivars)

1. Chile

There’s no specified structure for Chilean bank accounts:

Bank code in Chile has 3 digits and bank account can be up to 15 digits.

Note: For bank key, use the SWIFT code. Some banks already registered in the system can have a different bank key number, for these, no changes are made. However for new bank creations and insertions, use SWIFT Code.

111 – Bank Key

112 – 3-digits bank code is also populated at the Bank Master level in the Bank Branch field.

113 – Country: CL

114 – Bank Key: Swift code for the correct bank branch.

115 – Bank account: remaining bank account number (without branch code)

• For CITIBANK/BANCO DE CHILE accounts expected length is 10 digits

116 – BnkT: Fill with the currency code + sequential number (Ex. CLP1)

 

Country	Bank Name	Bank Code	SWIFT
CL	Bco De Chile	001	BCHICLRM
CL	Bco Internacional	009	BICHCLRM
CL	Dresdner Banque Nationale	011
CL	Bco Del Estado De Ch	012	BECHCLRM
CL	Scotiabank Sud Am.	014	BKSACLRM
CL	Bco De Credito E Inv	016	CREDCLRM
CL	Bco Do Brasil	017	BRASCLRM
CL	Bco Central De Chile	018	BCECCL**
CL	Corpbanca	027	CONBCLRM
CL	Banco Bice	028	BICECLRM
CL	Edwards	029
CL	HSBC Bank USA	031	BLICCLRM
CL	The Bank Of Tokyo-Mitsubishi	045	BOTKCLRM
CL	Coopeuch	672
CL	Banco Santiago	035
CL	Bco Santander-Chile	037	BSCHCLRM
CL	Banco Itau Chile	039	ITAUCLRM
CL	JP Morgan Chase Bank	041	CHASCLRM
CL	Bco De La Nacion Argentina	043	NACNCLRM
CL	Bco Abn Amro Bank	046
CL	Bco Security	049	BSCLCLRM
CL	Banco Falabella	051	FALACLRM
CL	Deutsche Bank(Chile)	052	DEUTCLRM
CL	Banco Ripley	053	RPLYCLRM
CL	Rabobank Chile	054	RABOCLRM
CL	Banco Monex	055	MNEXCLRM
CL	Banco Penta	056	BPENCLRM
CL	Banco Paris	057	BCNPCLRM
CL	Bbva Banco Bhif	504	BHIFCLRM
CL	Bco Del Desarrollo	507	BADECLRM
CL	Banco Conosur	734

 

1. Peru

The structure of the beneficiary account for interbank in Peru (CCI) is 20 characters:

• 3 digits bank code;

• 3 digits branch office code;

• 12 digits account number;

• 2 digits control key.

Note: For bank key, use SWIFT code. Some banks already registered in the system can have a different bank key number, for these, no changes are made. However for new bank creations and insertions, use SWIFT Code.

 

117 – Bank Key: Swift code for the correct bank branch;

 

118 – 3-digits bank code is also populated at the Bank Master level in the Bank Branch field.

 

119 – Swift / Bic

 

Country	Bank Name	Bank Code	SWIFT
PE	Banco De Credito	002	BCPLPEPL
PE	Banco Internacional Del Peru (Interbank)	003	BINPPEPL
PE	Citibank Del Peru	007	CITIPEPL
PE	Scotiabank	009	BSUDPEPL
PE	Banco Continental	011	BCONPEPL
PE	Banco De La Nacion	018	BANCPEPL
PE	Banco De Comercio	023	BDCMPEPL
PE	Banco Financiero	035	FINAPEPL
PE	Banco Interamericano Bif	038	BIFSPEPL
PE	Banco Del Trabajo	043	BDTRPEPL
PE	Mi Banco	049	MIBAPEPL
PE	BNP Paribas	050
PE	HSBC	053	HBPEPEPL

 

1. Europe

 

In Eurupe, the code used to pay with bank transfer is called IBAN (International Bank Account Number) It is composed by 7 to 9 blocks of numbers and usually starts with the 2 letters of the country where the bank is placed. Even if it is not commom to have IBAN number in companies outside europe all banks in the world have an IBAN.

If registering an European bank account to a vendor in LAM/NAM scope, probably the IBAN code IS ready to be inserted in SAP. The information can validated using IBAN Calculator Website. For UK, there is an alternative website that is more userfriendly.

120 – Enter IBAN and click on validate button.

The result informs if IBAN is valid or not.

The IBAN information from Vendor will be like this:

 

121 – Register the Beneficiary IBAN Code.

122 – Click on IBAN button to insert a new bank account based on IBAN.

123 – IBAN: Fill the IBAN in blocks if the information is provided, or;

124 – Click on this button in order to insert IBAN without blocks separation.

125 – IBAN: Fill the IBAN in this line;

126 – Click on Generate Bank Details to generate bank line.

127 – System will automatically generate the bank line with all details needed and the IBAN button will turn to green;

128 – BCat: Fill with payment currency.

If the bank details are received from a non european vendor, that will probably come without IBAN, or if the IBAN is not mentioned, it can be generated the IBAN with the help of some on line tools.

Bellow an example of a Brazilian vendor that should receive EUR payments.

129 – Bank identification with SWIFT code. Use this swift code to find the correct bank key in the system.

130 – Vendor name, bank agency and bank account.

With this information, go to an IBAN generator on the Internet.

131 – Agência: Insert angency infromed by vendor without verification digit;

132 – Conta: Insert bank account informed by vendor with verification digit;

133 – Clink in “Gerar” in order to generate IBAN code.

134 – Full vendor IBAN code generated. Just insert it in SAP.

135 – Country: fill the bank country;

136 – Bank Key: Search using the bank swift code or skip the 4 digits of the IBAN and use the next 13;

137 – Bank Account: Fill with the next 12 digits after the bank key;

138 – IBAN: click on IBAN button and add the full IBAN number;

139 – Bcat: Fill with the currency + a sequencial number.

 

1. Other Countries

 

If there are not specific rules in the country of the editing bank data, these rules will be applied.

140 – Country: Country code;

141 – Bank Key: Swift Code;

142 – Bank Account: Bank account;

143 – Bnkt: Country Currency.

1. Outbound Process

The Outbound Process is the task performed by SBS Teams to confirm the bank information directly with the vendors. The valid communication channels with the vendor are the general data registered in SAP (Telephone and email).

During the Vendor creation, no outbound message is needed. The requester is responsible to grant the bank data veracity.

The Outbound process will be mandatory whenever a vendor bank data modification is requested, received from a third party, not directly from the vendor contact.

D&A Team starts the outbound process mainly via VWF tool, but it could be started also via email. SPOC (Single Point of Contact) Team is partner of D&A on this task as they can call vendors to confirm bank data.

1. Outbound via VWF

In order to perform the outbound using VWF tool, go to transaction Z1S_VWF_REQUEST and select the bullet in the third block of options: Request for Modification of an existing vendor’s master via WebForm.

144 – Request Bank Data: insert vendor number that you want to confirm bank account;

145 – Click on Create Request for Bank Data or press enter.

146 – Company Code: Insert Company Code to which the vendor bank update belongs, or the company code informed on the invoice (when applicable);

147 – Web Form Tab: This is the tab to be filled in this type of request;

148 – Vendor Contact Name: Insert your contact name or company name;

149 – Vendor Contact e-mail: Insert vendor email. This information can be found in the tab “Phone/Fax/Mail”;

150 – E-mail Language: choose the language according to the supplier’s country.

151 – Standard message automatically sent with all bank web forms;

152 – E-mail Body tab: Insert the additional template, making adjustments whenever necessary;

 

153 – Banks Tab: Add a new bank account, exclude the existent one and/or left the existent one to vendor confirmation;

 

154 – Bank data:  follow the rules described in section 4.4.2.

 

155 – Communication Area: Only can be accessed by Solvay employees who have access to the VWF tool.

156 – This is a free text field where any additional and relevant information can be added. It is mandatory to insert the ticket or VWF number that has generated the request to confirm the bank data in this field.

After finishing the VWF creation, click on “Save” button and wait for the pop up:

157 – VWF request number generated;

158 – Clicking on “Yes”, the VWF is sent to the vendor;

159 – Clicking on “No, later”, the VWF will be saved in the agent’s queue and should be manually sent latter on. This option is very useful when there is missing information or it is necessary to confirm something else before sending the request to vendor.

Once the request is submitted, two e-mail messages are sent to the vendor email, asking collaboration. The first one contains the WebForm link where the vendor fills bank data and the second one has the PIN code, necessary to submit the form to Solvay after filled.

If no answer is received 3 days after the message sent, a VWF monitoring message needs to be started via FreshDesk tool, to SPOC team to contact the vendor and ask them to answer the WebForm as soon as possible.

If no answer is received 5 days after the message, the VWF expires and return to D&A queue.

A new attempt is sent to the vendor, with a follow-up of the VWF Monitoring Ticket. The follow-up on monitoring tickets should be performed each 3 days.

If vendor doesn`t answer, after 10 days from the second message sent, the message expires for the second time and should not be sent again to the vendor. The VWF needs to be rejected and an Outbound via email started (4.5.3.2). If after the outbound via email, the reply is still not received, inform the requester about the difficult to confirm the bank data and close the case.

1. Sending the link to another email

There are some cases where the supplier requests to Data Controller to send the WebForm link to another email address.

With the VWF opened, type “wf_id” in the selection field:

160 – Insert “wf_id” then Enter.

161 – Copy the request ID.

Open the transaction “SWI1”:

162 – Paste the ID and run.

163 – Double click on the line.

164 – Click on the last line – in the letters.

165 – Click on “Extras” and Select “Activate Administration”

166 – Select “Complete Waiting” and then Execute.

167 – The VWF returns to Data Management queue with the status “WebForm Expired” and from this status it is possible to resend the link to another contact.

Important:

Data Management team is not allowed to change the VWF approver.

If any request is received, the Data Controller should instruct the requester to contact GPS team: gps.pur@solvay.com

1. Outbound via e-mail

An alternative to perform the outbound is sending an email to the vendor informing that their bank account needs to be updated. It is allowed to attach an invoice or the original request to the email to make it more trustable.

The message should be sent from the mailbox payment.securityprocess@solvay.com.

Keep the ticket with status “Need of More Information” and follow up on it each 2 days.

The outbound follow-up is performed 3 times. If no answer is received from the vendor, contact the requester (or the last PO’s requester) asking for support.

 

If only the bank key is being updated, or only some adjustments are necessary to have the bank information in the correct format, the outbound is not required.

1. Outbound via SPOC Team

Whenever there is an urgent case where the payment needs to be performed as soon as possible and the bank confirmation is required, SPOC Team works as D&A partner helping Data Controller to get an answer in a shorter time. The same procedure as for VWF monitoring should be followed, asking them to contact the vendor to confirm the bank data.

1. Checking Duplicated Bank Account

D&A Team is the responsible to check if the bank information update requested is not already assigned to another vendor (to avoid that a fraudulent bank account would be assigned to several third parties).

The search of existing bank account is done through a query in PRS (ZZ-BA-SEARCH-V).

Go to transaction SQ00. If the screen doesn’t show any query, then follow the procedure below:

Go to menu “Environment”, then click on “Query Areas”.

Select the first option “Standard Area”, then press .

On the next screen select the Query ZZ-BA-SEARCH-V than press

 

The selection screen appears. It is possible to search one or more bank account number by clicking in multiple selection.

 

168 – Click on multiple selection button to be able to select more than one bank account.

If the query displays one or several vendors with the required bank account, the Data controller determines if the situation can be accepted or not, according to data management rules. If necessary, an outbound confirmation should be done with both vendors to grant data accuracy.

1. Remittance Address

The Remittance Address is mainly used for NAM Region. It is usually the physical address where the check payments should be sent to.

It has a street and house number or a PO Box.

Whenever D&A Team receives a request to change, update or register an existing or new Remittance Address it is necessary to have an invoice enclosed to justify the change and it is sufficient as a proof for existing address.

It is not necessary to start the Outbound Process for this due to the security system regarding check payments in the US. It is not possible to anyone to discount a check that is indicating a different name.

1. Modifying an existing vendor in PRS

Whenever a request to modify a vendor is received, the Data Controller is responsible for validating the data format and checking legal information before the VWF approval.  

The modifications made can be checked by clicking on the button .

IMPORTANT:

The Tax Codes (Federal Tax ID, Social Security ID, CNPJ, RFC) must never be changed since it changes legal entities information. There are few situations when the Tax Code can be changed:

• When the vendor was set up without a Tax Code, it can be added later.

• When it is clear there has been a typed mistake, then an amendment is allowed.

Any other situation that differs from these ones must be handled differently – a new vendor account has to be set up.

1. Blocking/unblocking and marking/un-marking for deletion

The requester is able to submit a Block or Unblock request via VWF; however this option works only for purchasing organization level.

If all purchasing organizations are blocked or unblocked, the deletion flag is automatically set by the system. If not, no deletion flag will be set automatically.

Request to set deletion flag or to block/delete vendor in general view should be communicated in Communication Area tab or sent via FreshDesk ticket.

 

1. Appendix

Process flowchart:

The flowchart below describes how it will work the whole process of Master Data

 

End of the document.