Objective and Scope

The purpose of this procedure is to describe the necessary steps when there is the need to perform changes (creation, modification, block and delete) for Agent's in master data in the system PF1_050.

Also, the various entities actors and its respective responsibilities. 

This procedure will also provide guidance for the necessary analysis made previous to the tasks explained.

All these concern actions to be done, outside the Workflow.

Manual Data Maintenance

In Agents, there is a creation of both a Customer and a Vendor. The data content of both must be coherent and respecting the rules described in this procedure. 

When performing any action related with Agents manual maintenance, all the standard operational rules concerning data control and general process of Customers and Vendors apply.

Requests come from MBU Agency & Distribution Contracts Managers team (Hélène Geraci and Josiane Küpper - agency.distribution@solvay.com). If not the request must be confirmed by this team (bank details included).

An agent can be also an intragroup vendor (it is not considered a vendors duplication).

Also, it can be a copy of a standard vendor already created in the system. As both vendors will not have the same account group it is not considered a vendors duplication.

Creation

Prior to any creation, it is necessary to always check if the data being requested already exists in master data. As stated above, in Agents, there is a creation of both a Customer and a Vendor. Both have to be created with the same number (account group ZXAG).

Such number must be defined manually, not provided by the system. For this, a search has to be done to know all the Agent numbers that already exist in the system.

The transaction SE16_LFA1 will provide all the agents available in the system:

Then, if detected no duplication the creation can proceed. 

Agents are created with a specific number:

From the SE16_LFA1 it is retrieved the last number created. The new agent will be created with the next number (e.g. 3970046 is the last one, hence, the new one would be 3970047). 

• The creation starts with the vendor code (transaction XK01) in the PF1_050:

Once inside the input area, fill-in the mandatory fields with the data provided by the authorised requester.

Toggle between screens by using the buttons:  in order to fill-in the complete set of information provided.

The field "Authorization" (Control part) must be HQ.

Intragroup vendors must have the "Corporate Group" code 0000800001.

• The creation of the customer is performed in the transaction XD01 (PF1_050) with the same code of the vendor:

Once inside the input area, fill-in the mandatory fields with the data provided by the authorised requester.

The data should be as complete as possible and according to the rules defined for customer maintenance at client level.

Toggle between screens by using the buttons:  in order to fill-in the complete set of information provided.

The vendors code must be added to the field "Vendor".

The field "Authorization" (Control part) must be HQ.

Intragroup customers/vendors must have the "Corporate Group" code 0000800001.

The field "Customer Class" (Marketing tab) has to filled-in:

• • 'G' for Solvay Group Companies;
  • 'S' when it is not Solvay Group company;

Modification

All the modifications done to the Vendor data must also be done to the Customer's data.

Prior to any modification as it happens with creation, it is mandatory to always check if the data being requested already exists in master data, namely, check for possible duplications (using XK03). For vendors manual modification, enter transaction XK02 and insert the mentioned vendor number. For customers manual modification, enter transaction XD02 and insert the mentioned customer number.

After entering, perform the changes entailed by the requester, having in mind that they must follow always the rules defined for vendor/customer maintenance at client level.

Company view

An agent code can be automatically linked to the PF1_020 using the flag Deletion blocks / General data. However to the WP1_400 system the creation needs to be performed with the same vendors number and with the same information. In this type of situations you will:

1. Create the agent in the PF1_050;
2. Create the agent with the same code in the WP1_400;
3. Link the code from the PF1_050 to the WP1_400 in both systems:

The company information in general is provided by the requester. If not use as reference one agent already linked to the same company.

Regarding the PI1 system, to link a vendor to the cc.0231 when not provided the data it is used the Reconciliation account 2303000000 (Agents), Sort Key 009, Payment method 6.

Purchasing view

An agent code can be automatically linked to the PF1_020 using the flag Deletion blocks / General data. However to the WP1_400 system the creation needs to be performed with the same vendors number and with the same information.

The purchasing information in general is provided by the requester. If not use as reference one agent already linked to the same purchasing.

Sales view

An agent code can be automatically linked to the PF1_020 using the flag Deletion blocks / General data. However to the WP1_400 system the creation needs to be performed with the same vendors number and with the same information.

A customer agent can be linked to a Sales area in a local system and the information is in general provided by the requester. If not use as reference one agent already linked to the same sales area.

Blocking/Unblocking of Agents

When unblocking an Agent, searches need to be done in master data, in order to avoid possible duplications (using XK03).

After these checks, if all the information is correct, the vendor/customer can be unblocked/blocked. In order to block or unblock a vendor/customer, transaction XK05 and XD05 are used.

Marking/Unmarking for deletion

When reactivating an Agent, searches need to be done in master data, in order to avoid possible duplications (using XK03).

After these checks, if all the information is correct, the vendor/customer can be unmarked/marked for deletion. In order to do it the transaction XK06 and XD06 is used.

VERY IMPORTANT: Never change the option 'General data' under 'Deletion blocks' in a vendors master data. The indicator "Deletion blocks General data" is used for sending the vendor to PF1, it's why it must never be changed. Regarding the customers master data it is mandatory to never change the option "General data" under "Deletion blocks". The function of the indicator "Deletion blocks General data" is to avoid to physically deleting the record during the archiving.  

Bank Details update

The update of bank details must have a support document confirmed by the MBU team or an email sent by the MBU team (XK02 and XD02).  

Useful websites

• Vendors procedure: EMEA - VENDORS General View

• Customers procedure: SAP PF1 & WP1 Customer Maintenance