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These work instructions cover the process for Customer Maintenance everywhere.
Process Flow
Process description for retained organization
Steps for Sales Reps
Requests for customer setups should be submitted via Freshdesk portal or sent to DATA MANAGEMENT RIGA - datamanage@solvay.com
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Baan does not store physical addresses in the master files. Only address codes, which refer to a ‘Address’ Table, are entered. When setting up a new business partner, the address (i.e. 2085 E. Technology Circle) must be entered into the system using the ‘Maintain Addresses’ session. A code is assigned by the system, which can then be used in the business partner.
Extreme caution must be used when addresses are changed. You cannot change main information on existing address (only e-mail, telephone numbers) because an address code can be used by many business partners, so changing one address may result in changes to many business partners. For such purposes, please use BAAN customer query in order to determine if the CUS code is used by other BP.
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If the address doesn’t exist, it needs to be created (please see chapter 7.2 – Creating an address).
Contact:
CUS028382 CUS028382 collections Riga contact - should be added as the invoice receiver for all new customer accounts, exception -co:775 - contact to be used: CHX000499 Please follow the steps in Appendix 10. should be added as the invoice receiver for all new customer accounts. Please follow the steps in Appendix 10.
Note! You will not be able to checkmark “Invoice-to B. Partner” until “Invoice-to” role is activated by the credit manager.
If requested by Credit management, CASH APP RIGA contact CUS021140 should be added and activated for invoice-to role as well.
B. Partner Status:
Should always be left ‘Active’ – a default value (even when inactivating customers)
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Step 3. (Note that the sub session already contains the new Sold To BP number).
Enter the code ‘NEW’ ‘NW’ (NEW has been in use previously) in field highlighted below and select the ‘Save’ then ‘Close’ button. Process completed.
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Send an e-mail to Credit Control asking them to approve the created customer and complete the ‘Invoice-To role (put the original requester in ‘CC’), and after this is done and the reply from the Credit rep is received, close the ticket.
NOTE! For all new domestic customers (located in US) OR for any customers with ship-to address in US upon creation you should also send an e-mail with the new BP number to ,!
Creating a new Ship-to
When you receive a request to create a new Ship-to for a certain Sold-to that already exists, you have to do the following.
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When a new Intercompany customer/vendor has to be created and a corresponding trading partner (Fin.Suppl.Grup) number is not in the system proceed with the following steps:
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Contact Patti Mittermaier to clarify new trading partner number.
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For Fin. Suppl. Group. creation contact:
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| BAAN: |
1.Trading Partner can be distinguished by the last sequential number available in the table |
For Fin. Suppl. Group. creation contact: |
Elza Gierkena |
for companies 100,160,188,187,189; |
Letitia Lemay for company 775 |
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Provide them with entity name, new entity number, Solvay company code |
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NOTE: BAAN trading number and PE1 trading number should always be the same |
The Financial Group in the ‘Invoice-to’ role (Invoicing tab) should be the Infinium company number as well:
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added by Credit Management, once created.
NOTE! Even though Credit Control doesn’t deal with intercompany customers, and theoretically we don’t need their approval to set them up, we should still request them to complete the ‘Invoice-to’ role for such accounts. There is also a good chance that they won’t know the correct Infinium number to use in the field above, so we should provide it in our request and specifically define what the Financial Group should look like for a particular customer.
Intercompany payment terms should always be NET1 (DUE ON RECEIPT) for Cytec.
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Customer location | Contacts responsible | ||
Co: 187 (customers located in Europe, Middle East, Africa and not created for China – Co: 775) | David Stephens | ||
Co: 100 | David Fritz (customers located in the US, Canada, Latin America, ) David Stephens (Asia Pacific, Australia, New Zealandand not created for China – Co: 775) | David Fritz | ) |
Co: 775 (any customers created for China) | David Stephens |
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Appendix 13 – Required documentation
New BP Set-up / Re-
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activation
New Credit application form (to be filled out and signed by Customer).
Bank & Trade Reference Form – mandatory only for US.
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If PO is not yet available (BP has been only quoted, sample orders etc.), letterhead from BP will be enough.
BP Name Change
Official letter supporting the change.
PO (if available).
Address Change
PO, Letterhead or e-mail from customer can be accepted.
BP Update/Change
Purchase Order, Letterhead or e-mail from the customer is acceptable.
New ship-to BP / Change
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Address can be provided in Freshdeskticket description. Purchase Order or e-mail from the customer also is acceptable.
Active SAP customer extension to BAAN
Copy of the Purchase Order
If PO is not yet available (BP has been only quoted, sample orders etc.), letterhead from BP will be enough.