Table of contents
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Scope
ERP
References
Attachments
Objective and Scope
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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.
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Agent vendors are not maintained at purchasing level, therefore no partner functions are set. |
Accepted Requesters
For Agents (PRS), the following requesters are authorized to request inputs to CODIFHQ:
- Specially authorized requesters –
- Helène Geraci, Josiane Kupper and Sylvie Meeus (IBS.commission@solvay.com);
- CICC members
;
Mandatory to escalate to First Level Support before any other action
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All other situations not contemplated on the description above, it is mandatory to contact the Support. The exception is when the change concerns "non-sensitive" fields. |
For Agents (RCS), the following user is authorized to request inputs to CODIFHQ:
- Geneviéve Fremit
2.2 Agents Manual Maintenance
This section describes how to create an Agent data.
2.2.1 Creation
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.
Enter XK03 and search by Account Group Agents (ZXAG) and by the Country code:
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:
| Number | Country |
|---|---|
| From 3900000 to 3904999 | Spain |
| From 3905000 to 3909999 | Portugal |
| From 3910000 to 3919999 | France |
| From 3920000 to 3929999 | Austria |
| From 3930000 to 3939999 | Other countries |
| From 3940000 to 3949999 | Italy |
| From 3950000 to 3959999 | Netherlands |
| From 3960000 to 3969999 | Switzerland |
| From 3970000 to 3979999 | Belgium |
| From 3980000 to 3989999 | UK |
| From 3990000 to 3999998 | Germany |
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 the highest number is detected, one number is incremented to it and that is the one used to created the new Agent (e.g. 3970046 is the last one. Hence, the new one would be 3970047).
Number range to be used according to the Agent's country:
3900000 → 3904999 Spain
3905000 → 3909999 Portugal
3910000 → 3919999 France
3920000 → 3929999 Austria
3930000 → 3939999 Other countries
3940000 → 3949999 Italy
3950000 → 3959999 Netherlands
3960000 → 3969999 Switzerland
3970000 → 3979999 Belgium
3980000 → 3989999 UK
3990000 → 3999998 Germany
After detecting the number for the new Agent's creation, it is necessary to create both the customer and vendor data, using the correspondent transactions: XK01 and XD01.
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| The first data to be created for Agents should always be for Vendors. |
Vendors
For Agents manual creation, enter transaction XK01 and select the account group of the country:
The account groups selected must always be the ZXAG (Agents).
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
The Corporate Group is the Industrial Group.
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The Corporate Group (Group Key):
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VAT
The VAT number is mandatory for countries which have it, i.e., European Union Countries. If it is not provided under these features, it has to be asked to the requester.
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Agents "vendors" are to be sent to PF1_020; |
Customers
For customers manual creation, enter transaction XD01 and select the account group ZXAG (Agents):
The account group selected must always be a Agents.
Enter the customer number (same number as for the vendor)
Address
"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.
Control Data
The field Vendor will be filled with the same number as the customer.
The field Authorization corresponds to the Country Code for the following countries and must be HQ.
The Corporate Group is the Industrial Group.
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The Corporate Group (Group Key):
|
Finally, the VAT number is mandatory for countries which have it, i.e., European Union Countries. If it is not provided, it has to be asked to the requester.
If no VAT exists for these countries where it is mandatory, in the Additional Data field, the 'Reason No VAT ID' must be used and it must be correct.
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For Natural Persons, the option Natural Person must be ticket and in 'Reason No VAT ID', the option Physical Person must be selected. |
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'WAI' concerns new companies waiting for register; 'OTH' can be, for example, 'Sales to Employees' (from Solvay). |
Marketing
The field Customer Class. has to filled-in according to the indication provided by the requester:
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;
Industry Code 1 : If the SBU mentioned concerns 'FOCUS' (means Chemicals, but not Plastics, Solexis, or Fluor) it is mandatory for the requester to indicate the Industry code.
In all remaining scenarios, if nothing is mentioned, ' C08 ' is the default number to be inserted.
The exception is if it concerns Solvay Group Companies, were the correct code is 'C01'.
In order to add target system (PF1), click on 'Extra', 'Additional Data'
Modification
This section describes how to modify existing Agent data.
All the modifications done to the Vendor data must also be done to the Customer's data.
Search for duplication: (Vendor)
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 Modification
Forvendors manual modification, enter
transaction XK02
and insert the mentioned vendor number
After entering, perform the changes entailed by the requester, having in mind that they must follow always the rules defined for vendor maintenance at client level.
Customers Modification
For. 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.
2.2.3 Blocking/Unblocking of Agents
This section describes how to block or unblock existing Agent data.
Search for duplication
When unblocking an Agent, searches need to be done in master data, in order to avoid possible duplications
Customers: Search
For performing such checks ( searches ), transaction XD03 or SE16_KNA1 need to be used, controlling among others, the points mentioned above.
After these checks, if all the information is correct, the customer can be unblocked.
XD05
In order to block or unblock a customer, transaction XD05 has to be used:
To block the postings at company codes level, the option ' All Company Codes ' needs to be ticked .
In order to block the creation of new orders, the option ' Order Block ' needs to have the code ' ZZ '.
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If there is a VAT missing, the existing code should be '03' and it is only removed when the VAT number is inserted in the customer's master data. |
To block the entire Sales Area, the option ' All Sales Areas ' under 'Block Sales Support' needs to be ticked .
To block the deliveries, insert the code ' ZZ ' in the option ' Delivery Block '.
Finally to block all new invoices production, insert the code ' ZZ ' in the option ' Billing Block '.
To block everything in the customer, all the items mentioned above need to the selected.
To unblock completely a customer all the points mentioned above must be blank (except if there is a specific indication from the requester for particular point(s)).
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If nothing is specified by the requester, all the indicators have to be ticked |
XD02
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Transaction XD02 can also be used to block or unblock a customer. For this, click 'Extras' and select 'Blocking Data' |
This transaction must be used each time the reason of the block can be entered or removed in the screen "name and address" (See 2.2.4).
Once inside, the remaining principles of the blocking and unblocking of data apply:
Vendors: Search
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:
- Create the agent in the PF1_050;
- Create the agent with the same code in the WP1_400;
- 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.
| PF1_020 | WP1_400 |
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| Vendors | |
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Payment Method: Z (with IBAN code) or T (Without IBAN code); Payt terms: 0004 for all company creation; Chk double inv.: flag House Bank: insert always FACT | |
| PF1_20 | WP1_400 |
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| Customers | |
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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.
| PF1_020 | WP1_400 |
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| Vendor | |
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|
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
XK05
In/blocked. In order to block or unblock a vendor/customer, transaction XK05
For blocking at Company Code level , select the option 'All company codes' under 'Posting Block'.
If it is also for blocking at the Purchase Org. level , also select the option 'All purchasing organizations' under Purchasing Block'
XK02
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Transaction XK02 can also be used to block or unblock a vendor. For this, click 'Extras' and select 'Blocking Data' |
This transaction must be used each time the reason of the block can be entered or removed in the screen "name and address" (See 2.2.4).
Once inside, the rules and principles previously mentioned of the blocking and unblocking of data apply:
2.2.4 Marking/Unmarking for Deletion
This section describes how to mark or unmark for deletion an existing Agent.
If there is no previous stage of unblocking an Agent, the point of 'Search for duplication' on the area concerning 'Block/Unblocking of Agents'must be done.
Vendor:
XK06
To mark or unmark a Agent for deletion, the transaction XK06 must be used
To mark a Agent for deletion, the option 'All areas' under 'Deletion flags' must be selected.
To unmark for deletion a Agent, the option mentioned above must be blank.
and XD05 are used.
| Vendor | Customer |
|---|---|
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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.
| Vendor | Customer |
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VERY IMPORTANT: Never change the option 'General data' under 'Deletion blocks' in a vendors master data. The
The
indicator "Deletion blocks General data" is used for sending the vendor to PF1, it's why it must never be changed
Vendor:
XK02
Transaction XK02 can also be used to mark or unmark for deletion a Agent. For this, click 'Extras' and select 'Deletion Flags'When we know the reason of the deletion, it must be entered in the screen "Name and address" as mentioned below:
- If the vendor has to be deleted because it is replaced by a new one (for example when the VAT code has changed), the mention "Please use vendor xxxxxx" has to be entered in the fourth line of the name.
- For other reasons, the reason must be entered in the "Comment" field.
Once inside, the remaining rules and principles previously mentioned for blocking and unblocking of data apply:
Customer:
XD06
To mark or unmark a customer for deletion, the transaction XD06 must be used
To mark for deletion a customer, the option 'All areas' under 'Deletion flags' must be selected.
To unmark for deletion a customer, the option mentioned above must be blank.
It is. 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
Once inside, the remaining rules and principles previously mentioned for blocking and unblocking of data apply:
Customer:
XD02
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Transaction XD02 can also be used to mark or unmark for deletion a customer. For this, click 'Extras' and select 'Deletion Flags'. |
When we know the reason of the deletion, it must be entered in the screen "Name and address as mentioned below:
- If the customer has to be deleted because it is replaced by a new one (for example when the VAT code has changed), the mention "Please use customer xxxxx" has to be entered in the fourth line of the name.
- For other reasons, the reason must be entered in the "Comment" field.
Once inside, the remaining principles of the blocking and unblocking of data apply:
2.2.5 Bank Details Update(s)
This section describes the necessary steps to be able to update bank account details in Agent.
Bank details updates (creation, modification or deletion) for Agents can only be performed if requested by the Specially authorized requesters (mentioned above on this procedure – please check index).
In order to have such case accepted the the specially authorized requesters must provide a document support of the origin of the request.
This document support can be:
- an email from the Agent mentioning the bank details (with agent's identifiable origin);
- an attached document from the Agent, mentioning the bank details;
If such document is not provided, it must be requested to the specially authorized requesters, as CODIFHQ can not perform the bank details update without such support.
If the request includes other updates (agent creation, update), they can be done without any constraint, as long as they do not concern bank details update.