Objective and Scope

The purpose of this document is to centralize external customer creation for service invoicing purposes in D&A team in Lisbon. 

The D&A team will receive request forms (template in Appendix area) sent by authorized persons.
Once received and confirmed the origin is valid (list in Appendix area) D&A team will create customers for service invoicing, according to the instructions from this OP and the content given in the request form.

This operating procedure (OP) applies to Data & Analysis team for customer creations in :WP1 and PF1_020 : Worldwide scope

Roles and Responsibilities

RtR Transversal team receives the request in the Intercompany queue and after analyzing the case, will transfer it to Data Management queue. The RtR Transversal team is in charge of confirming and ruling the requesters' origin and to provide all the data necessary for D&A team to complete the request creation/modification.
Finally, once the customer has been created, the D&A team insert a comment in the Freshdesk case mentioning the new customer code(s) and transfers the case to Intercompany queue, so that RtR Transversal Interco team can create the Sales Org. level data.

D&A BO team: Creation and modification of customers in WP1 for Client Level and Company Code Level. For PRS at Client Level.
RtR Transversal Interco team: Creation and modification of customers in WP1 for Sales Org. Level
Note: RtR Transversal Interco team must provide: the Payment Terms, if they are not clear in terms of codification. Account group is by default created as Payer. If needed or if Payer already exists, it is created as Sold-to.

Reference Documents

All documents relevant to this procedure have links in the Annex area of this OP and thus can be accessed through it.

Definitions

D&A team: Data & Analysis team
RtR team: Record to Report (RtR) Transversal Intercos team
VAT: Tax Identification Number common to the European Union countries, applicable to all the commercial enterprises.
SIRET : Tax code 1 denomination for France
VIES website: official EU VAT code validation website
EU – European Union

Operational checks and actions for Customer Service invoicing creation

Controls prior to the creation of a customer

Check if the customer was not previously created in WP1
For that, use transaction XD03 and select the option of search by VAT (please see image above) or by General Data (via SE16_KNA1)

VAT Number Verification (when existing and/or applicable):

Insert the VAT code of the new customer:

a) If the customer is already created with the same address, provide its customer number to the requester.

b) If the customer is already created but with a different address, crosscheck the address information either in the VIES website (official EU VAT code validation website); or by using the INSEE (website for SIRET codification)

c) If the customer is not created, check its validity in the VIES website (official EU VAT code validation website); or by using the INSEE (website for SIRET codification)

1

1. Insert the Country of the Customer and the VAT code of the customer.

FRENCH CASES SIRET and SIREN verification (via INSEE)

Insert the SIREN (or SIRET) code
Note: SIRENhas 9 digits is equal to the VAT ID number without the country code;
SIRET is equal to the SIREN plus 5 digits related with the address information
Verify the result to confirm if the address information matches the data existing in the request form.

(FRENCH cases) How to determine a VAT ID from a SIREN number

Insert the SIREN

Creation of Customer

D&A : Client Level and Company Code Level

Creation at Client level and Company code level of NEW customer

• Transaction XD01

Select Account Group : Payer (for Customers required for Ordering or Invoicing). Sold-to if Payer already exists, or if specifically required (e.g. for PRS payer + sold-to are necessary).
At the end, we should have sold-to + payer whenever necessary.

Insert the Company Code number

Click Enter

Recon. account:
41100100 for all the C.Codes (except SAM with code 0197, Rhodia Chimie with code 5586)
41150100 for 0197 and 5586
Sort Key : 009


Proceed to the next tab (Payment Transaction) for Payment Terms update:
Under Payment Data area, select the option 'Payment history record'.

Payment Terms (Out of scope of D&A team)

For Sold-to creations / modifications

• A : External customer and no Pay. Terms given by the requester :

• • Payment term RtR team must have a complete request form with this info. If different from the standard code of - 0004 30Days – then RtR Transversal Interco team is responsible for providing such code in the request sent to D&A team.

• B : Specific External Customer and Pay. Terms are given by requester (but different than the 30Days)

• • Send an email to Credit Manager of the GBU to change the Pay. Terms of the customer (provide the Customer name and number, sales view and Payment Terms)
  • PI- Silica : Nathalie Girerd Chanel – Christéle Rondet
  • Aroma – Coatis : Samya Tounsi
  • EP – Rare Earth : Jean Baptiste Legouy – Jérémie Logut

• C : Group WW Payment terms are:

• • (WP1) 0442 for a EMEA customer, operating in an EMEA company; and 0444 for a EMEA customer operating outside of EMEA
  • PF1: 1138 for a EMEA customer, operating in an EMEA company; and 1144 EMEA customer operating outside of EMEA

D&A : Creation at Client level and Company code level of an existing customer

• Transaction XD01

Insert the Customer number
Insert the Company Code number
Click Enter

Recon. account:
41100100 for all the C.Codes (except SAM with code 0197, Rhodia Chimie with code 5586)
41150100 for 0197 and 5586

Sort Key : 009

Proceed to the next tab (Payment Transaction) for Payment Terms update:
Under Payment Data area, select the option 'Payment history record'.

Payment Terms (Out of scope for D&A Team)

For Sold-to creations / modifications

A : External customer and no Pay. Terms given by the requester :

• Payment term RtR team must have a complete request form with this info. If different from the standard code of - 0004 30Days – then RtR Transversal Interco team is responsible for providing such code in the request sent to D&A team.

B : Specific External Customer and Pay. Terms are given by requester (but different than the 30Days)

• Send an email to Credit Manager of the GBU to change the Pay. Terms of the customer (provide the Customer name and number, sales view and Payment Terms)
• PI- Silica : Nathalie Girerd Chanel – Christéle Rondet
• Aroma – Coatis : Samya Tounsi
• EP – Rare Earth : Jean Baptiste Legouy – Jérémie Logut

C : Group WW Payment terms are:

• (WP1) 0442 for a EMEA customer, operating in an EMEA company; and 0444 for a EMEA customer operating outside of EMEA
• PF1: 1138 for a EMEA customer, operating in an EMEA company; and 1144 EMEA customer operating outside of EMEA

RtR : Sales Org. Level

Creation General Data (to be used exclusively by RtR Transversal Interco team) via request on ZWOC06T (used to extend Sales Area)

Type transaction ZWOC06T in WP1 to access the area of creation of customers, related with service invoicing.




Create Reference Customer
This area concerns (direct) DUNS codes : if it exists, then it must be entered.
If not, please select from 'Reason for the absence of DUNS'

Sales Area selection
Insert :

• Sales Organisation
• Distribution Channel
• Division

Account Group selection
Detemine the type of Account Group: Sold-to

Customer type
By default insert Trade reconciliation account

Click on 

Insert the mandatory fields, according to Data Controller rules for customer creation in master data for General Data, including Name(s), Address(es) and Contacts.

Also for Tax Information data, the data controller rules must be applied.

RtR : Customer creation at Sales level directly in SAP (new customer)

Transaction : VD01

If Group customer, enter AG

Insert the Sales Office and Sales Group.
Insert the Currency.

If the currency is from Outside of the European Union, enter Z in the Exch. Rate Type field

~

Shipping Conditions is always AL, except if for SES: then insert BM

Incoterms : FCA and on the second incoterms field insert '.'

Do not insert Payment Terms (further details further in this procedure)

Gr. Imputation: 01

For Customer Extra Data :

Environment > Extra Data

In Customer Group

Define the mode of settlement as :
055 : For all (other countries)
056 : For customer within the same country

Modify the invoiced partner (bill-to-party) if the address for invoice sending is different than the address of the payer.
For External Customers, such information is given by the requester.

To search them, use transaction SE16, KNA1, include Corporate Group code to perform search for all the existing customers linked with it.

Add a partner ZC (Bill-to complement) if necessary to further add an address for sending Accounting Services (for example).
Create it in the general data "Contact" tab, double click on the line and note the number of the contact, add it to the partners, in client ZC.

Save

RtR : Create a Sales level (existing Customer)

Insert the customers number and select the client reference

Validate

Insert the Sales Office and Sales Group
Insert the Currency

Note: if the currency is different than EUR, then the Exch. Rate Type is Z.
Only for Group customers the S.Area FR76, insert the Price List AG'

Shipping Conditions is always AL
The Delivery Plant is provided by the RtR team

Click Enter

Incoterms : FCA and '.'

Note : Do not insert Payment Terms

Gr. Imputation : 01

Click Enter

For Customer Extra Data :
Environment > Extra Data

055 : For foreign customers
056 : For French customers

Save

Appendix

I) List of authorized Requesters:

https://docs.google.com/spreadsheets/d/1qpA3THz58BKuBWlZooUkS2oZjao--kl1j4n6XQf0vBI/edit#gid=1989511079
Note: The management of this table is under the responsibility of RtR team

II) Template of SBS Service Invoicing Form:

Link for the creation of customer in PRS and on sales ares for PF1 that is in use currently, in case there is some PF1 specificities to add
http://teamsites.solvay.com/sites/3Se/Service Excellence team/Deliver RtR_Factory for Draft Doc/SBS-OP-DRTR-01-002_Miscellaneous_debtors_creationat_client_level(PRS).docx
http://teamsites.solvay.com/sites/3Se/Service%20Excellence%20team/Deliver%20RtR_Factory%20for%20Draft%20Doc/Croco%20customer%20accounts%20creation.doc