Objective and Scope

Objective of this Procedure

The purpose of this document is to define the requirements and responsibilities for the creation (presentation, identification, writing, content) and management (validation, approval, sending, revision, deletion, classification and archiving) of controlled documents and records, as per chapters 4.2.3 and 4.2.4 of ISO 9001:2008.

Scope

This organizational procedure (P) applies to all new controlled documents and records issued by SBS, in the framework of its Quality Management System. For documents already existing in the previous legacies Quality Management Systems, they will be inserted in the new naming convention when they will be reviewed.

Reference Documents

ISO 9001:2008

ISO/TC 176/SC 2/N 525R2 ISO 9000 Introduction and Support Package: Guidance on the Documentation Requirements of ISO 9001:2008

Definitions

The field Invoice Confirmer can be found in the header of each purchase order. It is optional, filled with the SAP id of an end-user in PF1.

Its aim is twofold:

• on value POs in the US (each blanket item is limited to a budget coming from a validated purchase requisition, and an end-user can order items, then accept the invoices without recording goods receipts), the field "invoice confirmer" indicates the end-user who is responsible to validate the invoices (through webcycles emitted by SBS BO-AP)
• on other purchase orders, the field Invoice Confirmer indicates (when filled) who is responsible to receive GR and QD webcycles linked to the purchase order, i.e. will record goods receipts or service acceptance, or who will check within the site organization why the invoice is blocked for lack of reception, or quantity difference.

ME23N

Filling automatism

The field Invoice Confirmer can always be filled at time a purchase order is created manually, and it can always be updated later, or even reset to blank.

The field is also filled automatically at the end of the creation process of a purchase order – if left blank.

The automatism is guided by a pilot table as explained below.

Pilot table maintained in PF1 by Data Operations Vendors Team (ZZM_PO_CONF) under transaction SM30

Automatism logic

Step 0: the automatism is active only on creation of a PO and outside Purchasing Organization ZZ80 (cross-company transfers).

Step 1: The automatism is skipped if the field is already filled (not blank).

Step 2: the data of the first PO item are examined.

Step 3: the plant code of the first PO item determines the adequate lines in the pilot table – no automatism occurs if this plant code does not show.

Step 4: when the first PO item contains a storage location code, it is examined in the pilot table for possible lines.

Step 5: the material group code (limited to 3 positions) determines the adequate lines in the pilot table.

Step 6: the adequate line with the purchasing document type, plant code, storage location code or blank, and material group code, determines the filling logic:

• a USER-ID: take the user-id provided
• T024: take the user-id provided by the purchasing group code of the PO (the field remains blank if the entry does not provide an SAP-id)
• EBAN: when the PO item is linked to a purchase requisition (else, take the user-id provided by the purchasing group code of the PO) : take the content of field "requisitioner" (if it provides a SAP user-id) or else the user-id who created the purchase requisition item
• EKKO: take the user-id who created the purchase order (logic used on purchase orders from catalogues)

By default Data Operations Vendors Team must maintain the following information and content:

Maintain invoice confirmer table

Receiving a case in Freshdesk

The request should come via Freshdesk with an excel file attached requesting to perform the update of the Invoice Confirmer Table.

The requester can be any Solvay user

Update Invoice Confirmer Table in SAP

This second step will take place in SAP, where you'll perform the table update. 

Once you've updated the line(s) you want, you have to save your changes. Click on "Diskette" symbol, in the toolbar, to save your progress.

Your table it's updated now! 

ZZM_TAB_ZZM_PO_CONF – Mass upload

First of all you must prepare an Excel file with the same columns of table ZZM_PO-CONF:

Save it as TXT.

Afterwards we just need to enter in transaction ZZM_TAB_ZZM_PO_CONF and  it in Test Mode:

You should leave the X for test mode in the first run, and after confirming that everything is correct you should go back and run the transaction again without the X.

It will open a box to select the excel file already created: 

Open the file and the transaction will run automatically.

If everything is ok, you can go back and run again the transaction without test mode selected. 

The table is updated.

Annual Review

The annual review is done WW by Data Operations Lisbon Team normally on the middle of the year and the following steps need to be done.

All data should be storage in the google drive