Table of contents
| Table of Contents | ||
|---|---|---|
|
Scope
ERP
References
List of SOPS related to PRO 20.1
Attachments
INTRODUCTION
1.1Objective
of this IOP| Excerpt |
|---|
This procedure has the purpose to help Data Control Controllers in the process to check if all updated updates performed directly , in Master Data , Customers and for Vendors are justified by external users, respecting Data & Analysis procedures. |
Explains how to extract information and how to check and confirm that the updates were properly executed. And if needed, to revert the actions performed together with the warning to the users not performing valid updates. |
Scope
This OP applies to manual activities to non authorized users in master data.
2.MAIN PARTS
Responsibilities and description of the steps to follow.
2.1Responsibility (who does what)
Data Controllers (Data Operations Team members) - check if all updated performed directly, in Master Data
Trigger
Checks
Use Transaction ZZR_CUST_VEND_LOG_CH2
Select icon 
Select the first variant for the control of PRS data - PF1_050
Select the second variant for the control ofupdates are performed by authorized users (the variants are updated every year).
Procedure
Verification through the transaction ZZR_CUS_VEND_LOG_CH2(on the PF1_050) of what were the actions performed in the previous working day beyond the data controllers (belonging to D&A teams in all SC sites).
- Bank data;
- Activation of customers or vendors;
- Transfer links;
PF1_050 Variant
Select icon 
and then the first variant:
Only need to choose between Vendors or Customers (all the other options should remain as in the variant).
Press 
. If detected changes you select 
and then 
. If not you can start other variant.
Save the file as type Microsoft Office Excel Workbook with name: PRS Output DDMMYYYY.xls (for PRS vendors and customers). This file is then updated to the Google Drive.
PF1_020 and PI1_020
Variant
Select icon and then the
second variant:
The procedure is the same for Vendors and Customers
Only need to choose between Vendors or Customers (all the other options should remain as in the variant).
Press
. If detected changes you select and then . If not you can start other variant.
Save the file as
List retrieved by system
Select 
Print Preview
List is screen
Select 
Spreadsheet
Save
Excel file retrieved
type Microsoft Office Excel Workbook with name:
PF1/PI1 Output DDMMYYYY.xls (for
PF1 vendors and customers
). This file is then updated to the Google Drive.
WP1_400
Select icon and then the third variant:
Only need to choose between Vendors or Customers (all the other options should remain as in the variant).
NOTE: Do not exclude users in this variant.
Press . If detected changes you select and then . If not you can start other variant.
Save the file as type Microsoft Office Excel Workbook with name: WP1 Output DDMMYYYY.xls (for PRS vendors and customers). This file is then updated to the Google Drive.
Corrective Actions
In case of non SBS authorized user performed a change the following message must be sent:
"Dear User,
While performing internal controls to all changes made either in the Vendor or in Customer Master Data records, we detected that a change was made by you .
If this relates to manual alignment, please insert a comment mentioning the Freshdesk Ticket number linked to the need of update.
Please provide the supporting documentation for your update so we can properly archive the information or include the Ticket number in the Comments field of the customer(s) updated.
Thank you."
Important:
- If not provided a feedback from the user the revert of the data need to be performed.
| Note | ||
|---|---|---|
| ||
perform the same extraction twice – 1 for vendors and 1 for customers and gather both outcomes in these single files for PRS and for PF1_020 (+ PI1,+ WP1). |
Corrective Actions:
- In case of non SBS authorized user send an email [containing attached report extracted] to the user requesting documentation or justification of the action(s), using the following template:
| Embedded Google Drive File | ||||
|---|---|---|---|---|
|
- Revert the update performed (in case it is PRS)
- In case of update in one of the target systems (PF1_020, PI1_020 or WP1_400) run the IDOC transport transaction Z2RA (vendors) or Z2R8 (customers) to transfer the master data from PRS to the target systems, thus overwriting any local update by the data from PRS (thus following the Solvay Group rules).
- If the update is related to BANK ACCOUNTS, revert the operation immediately.
- Rusvynil colleagues can create and modify vendors at company level.
Report Storage
Such reports Reports are to be stored in an accessible storage location to be retrievable in case of need. They are kept in GDrive shared folder: PRS External Users.
Empty files are not stored.
When performing the task the operator needs to register the action in the file: Control File.
Users selection cleaning
The list of users excluded from the extractions is updated every year (December) by the Team Leader - Data Operations - authorized users and the variants should be updated accordingly.