0. Ticket Management

1. User Management

1.1. To whom is assigned the DFU (case of Sales Employee, Sales Assistant)?

• In DynaSys, create a new grid view in your starting workspace by selecting data fields "Active DFUs" and "View DFU" and by filtering with DFU reference (note: it is more precise to check by code) and by grouping with the correct Master Table (Sales Employee, Sales Assistant...).
  • If the person matches the information sent by the requester, it is OK.
  • If the person does not match the information sent by the requester, check imported information and if there is an override.
• In DynaSys,  create a new grid view in your starting workspace by selecting all data fields in "Sales Employee - Material:Ship-to@DC" or "Sales Assistant - Material:Ship-to@DC" data tables in "Master Tables Update" model (depending on the role you're analyzing). All information are available: Sales Rep./CSR from Ship-to@DC (WP1), Account Manager/CCS from Product Group:Ship-to@BU (PF1)...
  • If there is an override, it means it is a manual input from the Demand Planner - he is responsible for deciding to remove it or not  and to do it in Dynasys.
  • If there is information coming from WP1 and PF1, WP1 information has priority over PF1 information.
  • If the information from WP1/PF1/SFDC does not match the information sent by requester, check BW file.
• In BW Ship-to@DC or M3 file (found in AP21 folder in which there are all BW files), check by Code (note: it is more precise to check by code)
  • If information in BW file does not match DynaSys, check with Interface.
  • If information in BW file matches DynaSys, check in SAP Customer data or M3 Sales Orders.
• In SAP WP1, key in transaction code XD03 and check the following points:
  • key in the Ship-to code and click on "Customer's Sales Area";
  • select one by one the Sales Org. related to the correct Distribution Channel (note: DynaSys/BW does not manage multiple Sales Org., the rule is to take the one with more volume sales);
  • check latest changes on the data for "Sales Group/CSR" (note: information is updated in DynaSys on D+2 at the latest) 
    • If information in SAP does not match BW, check with BW team.
    • If information in SAP matches BW (in general or for the Sales Org. with the highest volume sales), communicate to Demand Planners responsible so they check directly with SAP Admin. team and/or CSR.
• In SAP PF1, key in transaction code VA05N and check the following points:
  • key in the M3 code;
  • go to M3 "Details", "Sales" tab, and check the "Sales Account Manager/CCS Representative"
  • check latest changes on these data for (note: information is updated in DynaSys on D+2 at the latest)
    • If information in SAP does not match BW, check with BW team.
    • If information in SAP matches BW (in general or for a specific M3), communicate to Demand Planners responsible so they check directly with SAP Admin. team and/or CSR.

1.2. To whom is assigned the DFU (case of RKAM/GKAM)?

• In DynaSys, create a new grid view in your starting workspace by selecting data fields "Active DFUs" and "View DFU" and by filtering with DFU reference (note: it is more precise to check by code) and by grouping with the correct Master Table (Ship-to KA).
  • If DynaSys data matches the information sent by the requester, it is OK.
  • If DynaSys data does not match the information sent by the requester, check imported information (note: there is no possible override for Ship-to KA).

• In BW PrComShipto (found in AP21 folder in which there are all BW files), check by Code (note: it is more precise to check by code)
  • If information in BW file does not match DynaSys, check with Interface.
  • If information in BW file matches DynaSys, requester needs to check directly with Commercial Excellence (to update in GBR).

Note: only for Novecare, there are two notions Ship-to KA and Ship-to KA Adjusted according to the following rules:

• If Ship-to KA <> Decicision Various, Ship-to KA is taken.
• If Ship-to KA = Decicision Various, Ship-to is taken.

1.3. To whom is assigned the DFU (case of RMD, S&OP/Demand Planners)?

• In DynaSys, create a new grid view in your starting workspace by selecting data fields "Active DFUs" and "View DFU" and by filtering with DFU reference (note: it is more precise to check by code) and by grouping with the correct Master Table (S&OP Leader, Market, BfC BU...).
  • If DynaSys data matches the information sent by the requester, it is OK.
  • If DynaSys data does not match the information sent by the requester, check imported information and if there is an override only for S&OP leader and BfC Market.

• Case of S&OP Planner: In DynaSys, create a new grid view in your starting workspace by selecting all data fields in "S&OP Planner - Material:ShipTo@BU" data table under User Scope Management user model. All information are available: S&OP Planner by type of flow, adjusted...
  • If there is an override, it means it is a manual input from the Demand Planner - he is responsible for deciding to remove it or not  and to do it in Dynasys.
  • If there is no override, it means regular rules apply based on type of flows and/or BfC Market.
• Case of Market/BfC: In DynaSys, create a new grid view in your starting workspace by selecting all data fields in "Material:ShipTo@DC | BfC Market" data table under Master Data Update user model. All information are available: BfC Market from WP1 and PF1...
  • If there is an override, it means it is a manual input from the Demand Planner - he is responsible for deciding to remove it or not  and to do it in Dynasys.
  • If there is no override, it means regular rules apply based SAP Structure.

2. DFU Management

2.1. How to check if a Material is not in DynaSys?

• In DynaSys, open the Master Table "Material" and find by Code, Name or Short Name (note: it is more precise to check by code):
  • If Material is in the Master Table, check related conditions (active, planned...) and related users' views as it might be related to screen design.
  • If Material is not in the Master Table, check BW Material file.

• In BW Material file (found in AP21 folder in which there are all BW files), check by Code or Name (note: it is more precise to check by code):
  • If Material is in the file, it will be imported in DynaSys on the next weekly Static Batch on Saturday.
  • If Material is not in a file, check in SAP Material Master data.
• In SAP, key in transaction code MM03 and check the following points:
  • Basic, MRP, Costing and Accounting views must be created;
  • Related plant and BU must be included in our BW filter.

Note: all materials are imported in DynaSys as long they are included in our filters (related plants and BUs).

2.2. How to check if a Ship-to is not in DynaSys?

• In DynaSys, open the Master Table "Ship-to" and find by Code, Name or Short Name (note: it is more precise to check by code):
  • If Ship-to is in the Master Table, check related conditions (active, planned...) and related users' views as it might be related to screen design.
  • If Ship-to is not in the Master Table, check BW Ship-to file.

• In BW Ship-to file (found in AP21 folder in which there are all BW files), check by Code or Name (note: it is more precise to check by code):
  • If Ship-to is in the file, it will be imported in DynaSys on the next daily Static Batch.
  • If Ship-to is not in a file, check in SAP Sales Order data.
• In SAP, key in transaction code VA05N and filter by Ship-to only:
  • If there is no result, it means there is no SAP Sales Orders for this ship-to so it won't appear in DynaSys.
  • If there is a result, it means there is at least one SAP Sales Orders for this ship-to so it will appear in DynaSys.

Note: only ship-tos inputted on SAP Sales Orders are imported in DynaSys.

2.2.1 How to add a site in DynaSys?

• If the site does not yet exist in dynasys (check master table) and BW files you have to:
  • Ask the team interface to add this site in their export filter.
  • In DP1 TS and AP: you need in the view "Master Tables update | GBU site - Main production site" and "Master Tables update | GBU site - Main shipping site" ticked the corresponding site so that it appears in the view of the users.

2.3. How to check if a DFU is not in DynaSys?

• In DynaSys, open the Master Table "Material:Ship-to@DC" and find by Code, Name or Short Name (note: it is more precise to check by code):
  • If Material:Ship-to@DC is in the Master Table, check related conditions (active, planned...) and related users' views as it might be related to screen design.
  • If Material:Ship-to@DC is not in the Master Table, check BW DFU file.
• In BW DFU file (found in AP21 folder in which there are all BW files), check by Code or Name (note: it is more precise to check by code):
  • If Material:Ship-to@DC is in the file, it will be imported in DynaSys on the next daily Static Batch.
  • If Material:Ship-to@DC is not in a file, check in SAP Sales Order data.
• In SAP, key in transaction code VA05N and filter by Material and Ship-to and Distribution Channel only:
  • If there is no result, it means there is no SAP Sales Orders for this Material:Ship-to@DC so it won't appear in DynaSys.
  • If there is a result, it means there is at least one SAP Sales Orders for this Material:Ship-to@DC so it should appear in DynaSys.
• In each SAP Sales Order, check the following points:
  • Blocked scheduled lines: some blocks exclude DFUs to be imported.
  • Reason for rejection: some reasons (related to Customer) exclude DFUs to be imported.
  • Related plant: it must be included in our BW filter.
  • SAP Sales Order changes: some changes can include DFUs (before, they might be excluded based on above reasons).

2.4. How to check how a DFU is managed in DynaSys?

• In DynaSys, create a new grid view in your starting workspace by selecting data fields "Active DFUs" and "View DFU" and by filtering with DFU reference (note: it is more precise to check by code)
  • If both data fields are ticked, it means that DFU is existing, active and planned: assignments and/or screen design need to be reviewed.
  • If only "Active DFUs" data field is ticked, it means that DFU is existing, active but replaced: supersessions set-up need to be reviewed.
• • If both data fields are not ticked, it means that DFU is existing but deactivated ("Deactivate DFUs" data field is ticked): re-activation might be the solution.

Note: the fourth situation (where only "View DFU" is ticked) is not technically possible.

2.5. How to check Supersessions set-up?

• In DynaSys, go to Supersession User Model, Configuration Data data table and open a record view with "Substituted Reference" and "Substituted Reference Final" in query mode.
• Filter with your DFU reference on Item/Material:Ship-to@DC if this is the "new" DFU or on Substituted Item if this is the "old" DFU.
• The created view gives what is/are the related DFU references:
  • If both data fields are ticked, it means the supersession goes through and results will/are visible.
  • If only "Substituted Reference" data field is ticked, it means the supersession does not go through and results will/are not visible.

Note: If both data fields are not ticked, it won't appear in the view and so it means there is no supersession set-up.

2.6. How to check Supersessions which are set-up but not going through?

• In DynaSys, go to Supersession User Model, Technical Data data table and open a record view with "Wrong Supersession from N to 1".
• Filter with your DFU reference on Item/Material:Ship-to@DC if this is the "new" DFU or on Substituted Item if this is the "old" DFU (note: you can also open the view without any filter).
• Set-up dimensions order with first Old DFU and then New DFU to highlight supersessions which are not meeting the golden rules.
• The created view gives what is/are the related DFU references for wrong supersessions:
  • from 1 old DFU to N new DFU;
  • from 1 old DFU A to 1 new DFU A (auto-supersession);
  • from 1 old DFU A to 1 new DFU B and from 1 old DFU B to 1 new DFU A (loop supersession).

2.7. How to cancel a supersession?

• Demand Planners are responsible for setting-up and for cancelling supersessions: we can give them the procedure but we won't do it for them unless they give us a precise request.
• Untick the "Substituted Reference" data field, usually in the Life Cycle workspace: one by one or with the Mass Supersession view.

2.8. How to set-up a forecast for a sold-to

• This is a set-up done by the users in the Workspace A0 Data maintenance / tab sold to management. They have to select the main shipto and tick the activation of sold-to forecasting.
• In our side you can direclty check if a DFU is forecasted as a sold in the Data Field, "Filter for DFUs".

2.9. Steps to follow for deactivating a DFU

• First step is to check if the DFUs have a forecast.
• If there is a forecast, you should inform the user in order to know if it is okay to deactivate them or not. The user should be aware that if the DFUs are deactivated, all the data related to them is lost.
• Once you have the confirmation from the user, you can deactivate the DFUs.

3. Data Management (Import/Export)

3.1. How to check BfC Market assignment?

• In DynaSys, create a new grid view in your starting workspace by selecting data fields "Active DFUs" and "View DFU" and by filtering with DFU reference (note: it is more precise to check by code) and by grouping with the correct Master Table (BfCMarket, BfC BU...).
  • If DynaSys data matches the information sent by the requester, it is OK.
  • If DynaSys data does not match the information sent by the requester, check imported information and if there is an override only for S&OP leader and BfC Market.

• In DynaSys, create a new grid view in your starting workspace by selecting all data fields in "Material:ShipTo@DC | BfC Market" data table under Master Data Update user model. All information are available: BfC Market from WP1 and PF1...
  • If there is an override, it means it is a manual input from the Demand Planner - he is responsible for deciding to remove it or not  and to do it in Dynasys.
  • If there is no override, it means regular rules apply based SAP Structure (Division x DC for WP1 has priority over Material x MSS for PF1 in DynaSys).
• In SAP WP1, key in transaction code MM03 and check the following points:
  • key in the Material code and click on "Basic Data 1";
  • check the Division; 
    • If information in SAP does not match DynaSys, information will be updated on next Static batch.
    • If information in SAP matches DynaSys, requester needs to contact Controlling Team to check/update directly in SAP.
• In SAP PF1, key in transaction code MM03 and check the following points:
  • key in the Material code and click on "Accounting 1";
  • check the Profit Center;
    • If information in SAP does not match DynaSys, information will be updated on next Static batch.
    • If information in SAP matches DynaSys, requester needs to contact Controlling Team to check/update Profit Center directly in SAP or to force the Main Shipping Site in DynaSys.

3.2. Tickets for Customer Account Change in SAP

• For a shipto, the customer account needs to be changed: 
  - In this case, the first step is to change the Customer Account in SAP; the user should raise a ticket to SAP on the category "Customer Sales view data- Update (Single/Mass)" by using the link https://solvay-dwp.onbmc.com/dwp/app/#/itemprofile/1577.  The main contact for account change is the Data Steward for each GBU.
  - Once the change is completed in SAP, the Customer Account is updated in Dynasys automatically. If the new customer account is an existing Sales Rep. in Dynasys, we do not need to take any action. 
  
  
• A sales representative is being replaced by another sales representative:
  - In this case, the first step is again to change the Customer Account in SAP; the user should raise a ticket to SAP on the category "Customer Sales view data- Update (Single/Mass)" by using the link https://solvay-dwp.onbmc.com/dwp/app/#/itemprofile/1577.  The main contact for account change is the Data Steward for each GBU.
  - The creation of the new sales rep should be completed in Dynasys.
  - Once the SAP accounts are assigned to the new Sales Rep, and the Sales Rep is created in Dynasys, the request is completed.
  - It is important to check the overridden DFUs on the previous Sales Rep, and move them to the new Sales Rep. This step can be confirmed with the requester.
  
  

***Sales View in SAP is managed by Data Management in Lisbon only for TS. Most of other GBUs - it is done by Customer Service Representatives.

• Data Steward for each GBU: 

  Aroma	vincent.toussaint@solvay.com
  Novecare	YOOMI.KIM@solvay.com
  Speciality Polymer	james.flock@solvay.com
  Technology Solutions	evita.markus@solvay.com
  Composite Materials	natacha.prenen@solvay.com
  Oil & Gas	camila.guimaraes2@solvay.com

4. Screen Design

4.1 How to correct a User Model data field that doesn't reflect the correct total within a grid view ?

Note : This behaviour is due to the different conditions applied on the models used in the view.

Example : INC000000687091, in F01C data table, the condition applied on Material:Shipto@DC is “Active DFUs”. Whereas, in the Import User Model, no filter is set.

The solution would be to create the same data fields on F01C level. Then, replace the Import User Model data fields by the newly created one in the view.

Resolution steps for this ticket.

5. Modelling 

6. Specific Process By GBU

7. Others

How to check why a Material is not in DynaSys ? - OK

Material import in Dynasys

 Check if the material is in the BW file: DYS_BW_Material

If yes: Ask to the interface team to run a static batch week end

N.B: Material is created only every week at the week end

If no: you'll have to raise a ticket to BW team

How to check why a Sales Employee is not consistent with the Sales Group in SAP WP1 ? - TBC

Sales rep import from SAP to Dynasys

Extract the sales employee and the sales employe ID of the DFU and compare the Sales group/account manager in SAP

1- If there are not the sames, we need to check if there is a sales employee override :

Create a view using all data fields from the Material@Shipto@DC level |Sales Employee data table in the Master Table Updates user model.  Pay special attention to the Sales Employee data field and the Sales Employee Override data field.

2- If there are the sames, 2 options:

• Ask the S&OP planner if he/she wants to keep the data in SAP but do the override in Dynasys

• Ask to the S&OP planner if he/she wants to change the data in SAP. In that case, it will change automatically in Dynasys after 2 days

The person in charge in SAP is the customer service

Material does not display the right name - TBC

example:

In Dynasys, for each Item,  we have description (sap name) and short description

the short description of shipto is:  first 2 words of the SAP name + city name + country code

You could choose between the description or the short description with the filter

Choose name or short name

How to display BW file - TBC

Click on the data field

Open dependency view

Click on utilization

Find the "IN" data field and click on it

Click on the menu Link up

Right click on the line with 2.05. > DISPLAY text

How to check if a supersession was not done yet - OK

Golden rules for supersession:

- set supersession from 1 DFU to 1 DFU
- set supersession from N DFUs to 1 DFU
- NO supersession from 1 DFU to N DFUs

First step:

You need to check the datas field Substituted reference and Substituted reference final from the user model Supersession

Substituted item= Old DFU

Material:Shipto@DC= New DFU

In this example, it means that The "Substituted Reference Final" data field is the final output which is taken into account to apply supersession in data fields. 

Second step:

You need to check if there was an issue with the supersession by checking the data filed: Wrong supersession 1 old to multiple New

In this example, we can see the the data field it is ticked and also that there was a supersession from 1 DFU to N DFUs.

However, it is not the best pratice.

In that case, the user needs to cancel the supersessions with the workspace Life cycle and uniticked the data field Substituted reference:

After 1 day, the user can do another supersession

How to cancel a supersession - OK

Novecare process

Use the workspace Life cycle

Go to the grid view List of supersession

The user can't see his forecast - TBC

When analyzing a DFU issue start with the following:

1. Check  Active / Not Active / Planned

2. Check the person responsible for the DFU

3. Check if there was a supersession

1- Check if the DFUs are activated / deactivated

• Create grid view: Click on New => Grid

Click on Selection

• In the field Dimension, choose Material: Shipto@DC

• Deselect all DFU with this icon

• Right click and, find

• Enter your dfu

Result=

If you have the case 2 and 3 , there was probably a supersession

2- Ch

Create a grid view with the data fields Active DFU and Sales employee

Select the DFU you want to analyse with the dimension Material:Shipto@DC

With icon Group by

Select the filter sales employee ID (if you want to know the sales rep responsible) or S&OP planner (if you want to know the S&OP responsible) 

N.B: You can mange the display with this icon 

Result 

In this example, the sales rep for the DFU is Andrew Sics

3- Check if there was a supersession

Open Grid view with data field

(Where to find these data field: user model Supersession)

Substituted reference final (Material:Shipto@DC) > New DFU

Substituted reference (Substituted Item) > Old DFU

Go to > User models > Supersession> data tables> configuration data

For Substituted Item (Old DFU), select your DFU

For Material:Shipto@DC (New DFU), Select all the DFUs

N.B: Remind to select Query or you will block other users

If nothing

In this example, it means that there is no supersession

Result= Supersession

If substituted reference and substituted reference final are ticked; it means that there is a supersession

If the user wants to have the forecast in Dynasys, there are 2 solutions:

- #1 option: cancel the supersession 

- #2 option: reactivate old DFUs

How to see who is assigned to a scope - TBC

For Scope BFC market

(Image to be added)

New Grid view

Select actif DFU + View DFU

Filter on BFC BU market

Grouped By Sales employee ID

Missing Text of a DFU

In this case, the short name is missing for this DFU and also with 7 others

Solution:

Sent a mail to the interface team with the name of the table and the theme

Process for taking orders into account

When an order is cancelled, it is either a reason on the customer or Solvay side
(add a copy of the list)
If it is a reason on the Solvay side: The orders are taken into account in Dynasys

If it is a reason on the customer side: The orders are not taken into account in Dynasys

There are exceptions which are:
(add the list)

Synchronization of the views - TBC

To synchronize the views of a workspace, the parameter "Synchronisation of the view" must be the same for all views

How to see who is connected - TBC

In order to see that:

- click on your profil (on the right top)

- click on Activity

​

- Click on Users

​

Then you will be able to see who is connected.

How to add an authorisation to an user group an allow access to a master table: - TBC

Right click on the master table

Example for the user group TS - role sales manager:

UOO - Import - IN

Click on security

In object’s visibility: choose allow

Tips for datas in SAP and Dynasys

The DFU in Dynasys = 141753R:1107R@8AR

In SAP, if you need to enter it in the transaction XD03:

141753: Material number

1107: Customer code

8A: Sales org

Cancelled orders in SAP are not taken into account in the order book - TBC

Normally, cancelled orders are taken into account in Dynasys in the order book.

We could ask the BW team to analyse this issue.

However, it seems that some reasons for rejection are not taken into account.

BW team answer:

Hello Cécile,

We had a similar case in Asia last time, and we did some analysis that if the rejection codes in sales order as below then it will still be included into BW, even if it was rejected on the SAP side.

I believe the list sales orders are all with rejection code 96 , that is why we can see them in BW and later in DP order book. I suggested that users use another code (90,97...)if they want to reject it in BW.

  Best Regards

Files related to the reason of rejection: C_GLBFILT

A new DFU has not been well created in Dynasys - TBC

Check the Master table Material

Check all the conditions:

In that case, it means that this DFU is not visible in the filter Active Material All GBUs

If it is existing, check the condition in this master table

2 options:

• We can create the DFU

• The DP has to follow these steps

in that case, please follow these steps:

Right click on the grid view New DFU creation

Select Modify

Go to "Selection" and for the dimension "Material" select all the materials with the icon

Save, and after that, the userwill be able to create the new material 125788.

How to change currency of a DFU? - TBC

(2-Feb-2023 : Process to be reviewed for each GBU - topic ongoing)

1- Check the LC with the data fields LC

In this ticket, the user needs to change it into EUR

2- The currency has to be changed by the controlling. The user needs to contact the controlling for changing the data field " LC Forced"

(Add list of the controlling for each GBU)

WEBDP account creation - TBC

If you have this request

It is a request for Picasso. You need to transfer it to the L0 

User can't open the XML file from the webworkspace - TBC

Uselly user can open the XML file with this process

If they can't do it, below the steps:

- Open your Excel app

- Go the menu File

- Click on Open (Search the file where it is stocked, mine was on the file "Téléchargement")

- Click to "Open"

- Change into "All files" so you can all files to be opened in Excel 

- Then you can find your forecast

- Double click on your file or (click on your file and click on "Open")

Wrong S&OP manager (planner) for a DFU - TBC

If a DFU is assigned to the wrong S&OP planner, check who is the S&OP leader of this DFU.

Create grid view with the data field 

Select your DFU

Grouped by S&OP leader

N.B: Remember to change the display 

You have now the S&OP leader of this DFU

It is the responsibility of the S&OP leader to change the S&OP manager in his workspace

The user needs to add a customer in Dynasys - TBC

Process below:

4.6.1 - How to manually upload a Ship-To

How to check where the main production site comes from - TBC

Rules for the main production plant:

N.B: If the end of the material is  a S, it comes from PF1

If the end of the material is a R, it comes from WP1

4.1 a. iv. DP - Master Data from SAP

1- Check the data fields:

Below the result:

We know that the main production site from material is GARS and there is an override of the main production site : CIPS

It means that the Demand planner does not want the production site GARS but want to replace it with the main production site CIPS

2- Check where the data fields Main production site from material CH

Go to the dependency view

It means that it is feeded by the calculation Material:Shipto@BU level Main production site from material

This calculation is itself feeded by the data fields Main production site Material

This data field is by the material level main production site

This calcul is feeded by

the data field is feeded by  the calculation by the file  DYS_BW_MATERIAL

(right click to display the text)

3 -Check the file DYS_BW_MATERIAL

The prod plant is GARS that is why the user sees GARS in the  Main production site

4- How to display it in SAP

Go to PF1

Go to transaction MM03

(to be completed)

How to copy/paste data from one data field to another? - TBC

How to change the aggregation rule for a price - TBC

Screen design (aggregated rule for data by data field on a view) = per default, it is "Sum" or "Inherited". For prices, it needs to be average without default value.

Right click on the data field, and click on Modify

example: Forced net price

• Click on Dimension:

• Select Average (except default value)
• Click on OK

This process avoid you to do it for each Grid views your data field is displayed on it

Process for changing individual aggregation rules for a grid view - TBC

On a specific view:
- open the view management,
- go to Selection;
- choose Display;
- Verify/Change the Calculation Mode (per default = Inherited) as needed = rule will be applied for all data fields in the view.
- click on "Definition by data field" to verify/change the Calculation Mode per data field = rule will be applied for chosen data field.

DFUs are not assigned to the correct Market - what do we do? - TBC

Market is determined by Material Division x Distribution Channel. We can't change it in DynaSys.
Then, you have two options:
- Contact Novecare Data Admin. team so they update accordingly on their side;
- Create a new DFU under the correct Distribution Channel and perform a supersession.

• Case of PF1?
• Possibility of overriding for CH only?