...
This work instruction describes the process for creating or changing Customer Master Data records in SAP PE1 – client 300. It covers the Companies and Sales Organizations listed in Appendix chapter 1 – .6. Company Codes codes and Sales Organizationsorganizations in SAP PE1.
Customer master data is maintained by Data Operations team. Master data maintenance includes new account creations, changes, extensions, inactivation's, reactivations, data validation, mass uploads and master data report creations.
...
| Payment Transactions tab is used for maintaining customer’s bank account information. In most cases customer banking details are not manually added into Customer Master data at moment of setup as they are being added automatically by a program extracting data from incoming payments. However in some special cases Accounts Receivable (AR) can submit a request to add banking details. See appendix about Bank details. |
|
3.1.4. Marketing (visible for ZSLD, ZSHP, ZRET, ZPRS, ZINC)
Customer Classification: This field is used for Customer categorization, it is optional. Leave blank. |
|
3.1.5. Unloading Points (visible for ZSLD, ZSHP, ZINC)
| Unloading Point: Always “CARRIER” |
|
| Calendar key: Always“ZZ” – Customer will accept deliveries only on normal workdays (Monday thru Friday). |
...
- Do not add more than one email per one contact. If you notice setups where there are several emails under the same contact number, please correct it.
- Please follow the format below for contact names
Automatic sending of invoices by email can be activated. Add invoices receiver email. Add to contact:
|
Double click on the contact line added: |
| |
Go to Additional data and add Attribute 5 - "01" Finally, to activate automatic invoice distribution you need to maintain ZVAR_CHANGE lists after customer account creation is completed. If sold-to customer has additional bill-to account added, it also requires invoice receiver contact addition the same way you do for sold-to account, and at the end to be added to ZVAR_CHANGE lists. See appendix about ZVAR CHANGE maintenance. |
|
3.1.7. Extras - Additional Data
...
In general data view, go to Extras - Additional data |
|
Condition grp 1: Maintain this field with information for all Mondovi Sold-to (ZSLD) customers located in Italy – if customer is liable to pay packaging industry waste disposal (CONAI) charges. Check request form. Condition grp 2: In case Condition grp 1 has value “S1 – Partial Exemption”, maintain this field with the percentage of weight for which customer has to pay CONAI charges. Check request form. |
|
3.2. Company Code Data (to be created for ZSLD, ZPYR, ZPAR, ZINC)
3.2.1. Account management
| SAP field | Description | Value |
|---|---|---|
| Recon. account | Maintain this field for all the customers extended for company code view, this is a mandatory field: | |
| 11000100 | |
| 11000400 | |
| 12000100 | |
| 13000100 | |
| Sort key | default value “001 – Posting date” for all the customers. Other values to be used only after special request from Credit Management. | 001 |
...
Maintain values in the fields listed below in order to process payments from the customer. All the values in this tab are business critical fields and have an impact on the payment collections.
| SAP field | Description | Value | |
|---|---|---|---|
| Terms of payment | Maintain this field with payment terms agreed with the customer. This field is mandatory to be filled. Payment Terms have to be validated by Credit Management. NOTE! Default Payment Term for Intercompany customers (ZINC) is “Z044– DUE ON RECEIPT”. | as per request form |
|
| Tolerance group | default value “ARTG” for all the customers | ARTG | |
| Credit mem payt term: | default value “Z124” for Sold-to records only, leave blank for all other account groups | Z124 | |
| Payment history record | Mark this check-box for all the customers | check-marked | |
Payment methods | 1) default value for all the customers (except Italy) | Z – Customer Payments | |
| 2) Customer located in Italy + payment terms RIBA: | D (direct debit) | ||
| 3) Customer located in Italy + any other payment terms | S | ||
Lockbox | The lockbox number is the identification for the customer to make the payment, default value in this field is site specific. Leave blank, except for company code 1246. | 1) blank 2) for Company Code 1246 - default value 0204687 | |
| Selection rule | default value “001” for all the customers | 001 |
3.2.3. Correspondence
The fields in this tab are to be maintained to manage correspondence related to accounts receivable with the customers.
...
Maintain Sales Area data for customers for which sales transactions have to be booked. NOTE! Sales Area Data is specific to a combination of Sales Organization & Distribution Channel & Division.
3.3.1. Sales
| SAP field | Description | Value | |
|---|---|---|---|
| Customer group | Maintain the program to which the customer is linked. This field is optional - it is only relevant for customers priced based on the program to which they are assigned. | as per request form |
| ||
| ABC class | Maintain the provided classification of customer. This field is business-mandatory for Sold-to account group records. | as per request form |
| Currency | Maintain the currency in which customer is transacted. Where there is more than one currency, this should be the primary currency for the customer. This field is mandatory. | as per request form |
| Switch off rounding | To be checked for all customers. | check-marked |
| Price group | Maintain the market to which the customer is linked. This field is critical from a pricing perspective. This field is optional - it is only relevant for customer’s priced based on market. | as per request form |
| Customer pricing procedure: | The value in this field drives the pricing procedure that will be picked for sales transaction with the customer. Although many pricing procedures are available the ones used in Cytec are: |
|
| Price List | Maintain this field only for customers identified as distributors. There is only value defined “D1”. This field controls the pricing for distributors. |
3.3.2. Shipping
| SAP field | Description | Value | |
|---|---|---|---|
| Shipping Conditions | Value in this field determines shipping point and route in sales order. This field is mandatory for sold to and ship to customers. As per the design customer master will be defaulted with “01”. If required the value will be changed when booking a sales order. | as per request form |
| ||
| Underdelivery Tolerance | default values 10% for all the customers. This field specifies the percentage (based on the order quantity) up to which an under delivery of the line item is permitted. | 10 |
| Overdelivery Tolerance | default values 10% for all the customers. This field specifies the percentage (based on the order quantity) up to which an over delivery of the line item is permitted. | 10 |
3.3.3. Billing Documents
| SAP field | Description | Value | |
|---|---|---|---|
| Rebate | This check-box should be marked if the customer is to be activated for rebates. This field must be checked for all Sold to party customers. | check-marked |
|
| Incoterms 1 | Incoterms are a set of rules which define the responsibilities of sellers and buyers for the delivery of goods under sales contracts. They are published by the International Chamber of Commerce (ICC) and are widely used in commercial transactions. Maintain the Incoterm 1 based on the agreement with the customer. This field is a mandatory field. Default value for Intercompany customers is “EXW”. | as per request form | |
| Incoterms 2 | Use the drill down option and enter the Incoterm 1 selected to get the list of available Incoterms 2. Select the Incoterms 2 applicable for the given customer. | as per request form | |
| Terms of payment | Maintain this field with payment terms agreed with the customer. This field is mandatory. The Payment term maintained in the Sales Area Data should be the same as the one maintained in the Company Code Data. NOTE! Default Payment Term for Intercompany customers (ZINC) is “Z044– DUE ON RECEIPT”. | as per request form | |
| Account assignment group | Maintained Account assignment group drives the G/L account to be posted at the time of billing. This field is mandatory for all customers. |
| |
| Tax classification | The table Taxes shows the countries from where deliveries to the customer can be made. Maintain the tax characteristics when the customers is shipped from these countries. By default tax classification to be maintained as taxable if there are no special requests from Tax Department. (Brazil and Taiwan, Mexico always ‘0’ unless differently requested). | BR, MX, TW - always 0 all the rest - always 1 |
|
NOTE! In Italy (so: 7257 Mondovi) and France (so: 7252 Tolouse) some customers are VAT exempt for a limited period of time. When such request has been received from Finance or Tax Department (Data Steward – Giuseppina Barovero, Cristina Cattaneo, Mara Ramondetti; Chiara Menardi), to reflect it in system set Tax Classification indicator to “0 – Tax Exempt” in line for Tax Category MSWT. Also add Sales Text. Go to Extra→ Text → Finance external (notes can be added, removed or updated upon the request). |
  | ||
3.3.4. Partner Functions
Information in this tab is maintained to link partners, it defines the responsibility of each partner in a business transaction.
Maintain the following partner assignments for the Sold-to:
Never remove first SH code that it is the same number as sold-to number. Sold-to accounts functions as ship-to for itself. The Ship-to party and Bill-to party cannot stand alone. They have to be linked to a Sold-to. Sales Account Managers have to be linked to a Ship-to and Sold-to. Maintain the following partner assignment for the Ship-to:
|
|
3.3.5. Saving the master record
...
System message confirming successful setup and customer number will be displayed at the bottom of the SAP screen:
Once customer creation is saved and completed, do not forget to complete ZVAR_CHANGE setup (Appendix 8) if this was a sold-to & bill-to creation that requires e-invoicing activation.
3.4. Credit control
Sold-to and Payer account group customers have to be blocked immediately after being set up (go to section Blocking customer for additional detailed instructions on blocking customer record) and then information has to be sent to the Credit Management for review and completion of the Credit data. After their confirmation is received Data Management should check and change the Terms of Payment and assign Accounting Clerk and Account Statement period if applicable. After this is done Data Management may unblock customer and close the ticket.
...
Transaction to block Customer Master record is XD05 – Block customer (centrally) or transaction XD02 - modify master data. It is possible to block customers for all Company Codes and all Sales Areas or only for selected ones. There are several types of blocks in SAP and each of them have several options to be chosen. The example below shows a typical set of blocks for a new customer created and awaiting to be released from Credit Control. A block in a customer master record can be cancelled by removing the block indicators and saving the master record. |
|
...
4. Extending customer to Company Code and/or Sales Area
If an existing customer (Sold-to, Ship-to, Bill-to, Payer ,etc.) has to be extended to another Company Code/Sales Area, follow the same steps as for new customer creation (according to the account group type), the important part is to populate customer number field with the number to be extended in the selection screen of Transaction XD01/FD01/VD01.
Example: Ship-to customer #10001064 is created for Sales Area 7218/00/IM. Request is received to extend it to 7223/00/IM: Account group: of the party to be extended (ZSLD – Sold-to, ZSHP – Ship-to, etc.) Customer: must be filled with the customer number to be extended Company Code: to be filled with Co.Cd. for which the customer has to be extended if applicable Sales Organization: to be filled with Sales Org. for which the customer has to be extended if applicable Distribution channel: always “00” if applicable Division: to be filled with division for which the customer has to be extended if applicable Hit Enter and populate all required fields with information supplied. NOTE! All business specific fields have to be confirmed by corresponding CSR (requestor) or credit manager (in case of payment terms), e.g., incoterms, ABC class etc. |
|
...
5. Customer inactivation
There is two ways how to inactivate customer account:
- Overall account inactivation - most commonly used when an account is being made inactive due to no sales for the past 2 years (in all sales areas), due to invalid registration number, address duplicate. Blocks and deletion flags are set on general data, company code data and sales area data.
- Sales area specific inactivation - most commonly used when an account is being made inactive due to no sales for the past 2 years in a specific sales area, or sales area created by mistake.
...
5.1. Blocking existing customer in sales/company code view
Used when customer must be blocked in a specific sales area (and other active sales areas remain active).
...
NOTE! Same rules applied to "Selected company code" deletion flags.
...
5.2. Marking customer for deletion (overall account inactivation)
A customer master record can be marked for deletion if, for example, Solvay no longer maintains business relationships with the customer. Customer master record can be reactivated by deselecting the Deletion Flag.
...
- change Search term to one of the following options:
****INACTIVE - if customer has been inactivated due to no sales in past 18 months
****DUPLICATE - if customer has been inactivated due duplication
****INVALID - if customer has been inactivated due invalid/incorrect registration number
****DO NOT USE - rarely to be used for setups which is not possible to fix in any way - then go to Extras - Blocking data and add blocks for "all sales areas" and "selected sales area" as shown below:
- then go to Extras - Deletion flags and select all fields as shown below:
...
6. Customer reactivation
Customer can be reactivated (if not marked for deletion due to invalid registration number) by deselecting all the blocks and deletion flags. And do not forget to update the name and search term in the general data view.
...
This means that you need to remove blocks and deletion flags from fields concerning "all areas" but do not remove blocks for "selected sales areas" in other sales areas that should remain inactive.
...
7. Change customer data
To perform any change in Customer Master record use transaction XD02 – Change Customer (Centrally):
...
System message confirming change will be displayed at the bottom of the SAP screen:
...
8. Display changes
All the changes performed in Customer Master record can be tracked.
...
Selecting Environment -> Account Changes -> All Fields will display all changes performed in the customer master record, selection Sensitive Fields will limit the list to changes of customer name, tax and VAT codes:
12. Account group upgrade
By using transaction SU01D you can find more information on the person behind every user ID:
Press on glasses, and you will see more information on the person who did perform the change
9. Account group upgrade
It is possible to change Account Group of customer by transaction XD07 It is possible to change Account Group of customer by transaction XD07 – Change Customer Account Group. Account group upgrade is possible from Ship-to, Bill-to, Payer or Prospect to Sold-to.
...
▪ ZPRS -> ZSLD create Company Code Data and Sales Area Data, use XD01
...
10.
...
Returns vendor maintenance
New returns vendor creation is required for all new raw-material &packaging vendors. Usually requests related to returns vendor accounts is received from Data operations representatives working with vendor master data.
Request for returns vendor must be submitted as a separate ticket under Customer domain. In request description the following information must be provided:
- vendor number (ZVEN account number)
- company code
- reference to the initial ticket for new vendor creation
No need to perform any validations and Tradebeam checks as it already should be done by Vendor team.
Returns vendor creation
Display vendor master data
Use transaction XK03 - Display Vendor in order to display vendor information.
Vendor: as provided in the ticket description
Company code: as provided in the ticket description; or press on 
button and search by vendor number.
Purch. Organization: always “CP01”
Returns vendor creation
Use transaction VD01 and select account group ZRET - Returns vendor.
Sales organization: same code as for the company code
Distribution Channel: always “00”
Division: always “IM”
Extensions to other sales areas are created automatically so there is no need to perform extensions if vendor is created for several company codes. DO NOT open company code view for returns vendors!
Returns vendor - general data
Address
You can simply copy-paste all general data information from vendor account. BUT note that information needs to be copied in CAPS LOCK for customers. In should be written totally the same way. In order to make it identical Excel function UPPER can be used.
Use =UPPER(A2) in cases where you need to convert text to uppercase, replacing A2 with the appropriate cell value of general data field.
Control data
Vendor: vendor number (ZVEN account group)
Tax information: copy from vendor
Marketing & Contact persons
Leave blank
Returns vendor - sales data
Currency: as per Order currency value in vendor Purchasing data
Switch off rounding: always check-marked
Cust. pric. proc.: always “4”
Shipping conditions: as per Shipping conditions value in vendor Purchasing data
Max. partial deliveries: always “9”
Underdel. Tolerance: always “10”
Overdeliv. Tolerance: always “10”
Brazil, Mexico, Taiwan: always “0”
Rest of them: always “1”
Partner functions
No information to be maintained here for new creations. Returns vendor rarely has partner functions assigned. Most commonly it would be CR - Forwarding Agent but this is not relevant for new creations.
Save the record.
Returns vendor changes & extensions
Once general data changes has been performed to raw-material and packaging vendor, Vendor team must request same change for its returns vendor account.
No validations needs to be done as it already should be done by Vendor team before performing changes to vendor master data. Normally, changes requested will include name and address change. If registration number has changed, new account must be created.
If Customer team has received request for general data changes and we have returns vendor account with matching details, we should create a ticket for Vendor team to check if this information is applicable for vendor account. Only after their confirmations, returns vendor should be updated.
Extensions to other sales areas are created automatically so there is no need to perform extensions if vendor is created for several company codes. DO NOT open company code view for returns vendors!
Returns vendor inactivation
There is no need to ask approval from Credit Management if we have received ticket to inactivate returns vendor account due to invalid VAT, or inactive vendor account.
If request has been received from vendor team, following steps needs to be performed:
- After the name add "- INACTIVE"/"- DUPLICATE"/"- INVALID VAT" - according to the reason of deletion;
- Add blocks and deletion flags as described in Chapter "Blocking customer & Marking customer for deletion".
Appendixes
Appendix 1 – Required documentation
A request for customer setup/maintenance must be accompanied by approvals and the documents listed below.
- To set up Sales Account Manager. Requests should come only from Claire-Downing Smith.
- To set up Ultimate Consignee, Buyer, Freight Payer, Commissions Agent no documents are required, supply customer Name and Country and indicate SAP Number of existing Sold-to for link.
- To set up End User, Customer Service Representative, Credit Manager no documents are required, customer Name and Country is sufficient.
- To set up Returns Vendor as customer no documents are required, respective Vendor number has to be provided.
- To set up Intercompany please refer to SAP Intercompany Work instructions.
All other changes may be requested by filling Customer Master Data Maintenance Request or in a text message.
Appendix 2 – Changes/Approvals/Creations table
TYPE OF CHANGES or CREATIONS | Credit Management approval needed? | Responsible for maintenance |
Regular customer creation (Sold-to + Payer; account groups ZSLD + ZPYR) | YES (after the record is created DMO will block it and send it to CM for their review and completion of the credit data; after approval is received the record will be unblocked and released to the requester) | DMO |
Sold-to / Payer name change (no ownership changes) | YES (before any changes are implemented) | DMO |
Sold-to / Payer name change (due to ownership changes) | YES (a new customer code should be created, but an approval needs to be obtained first for a creation and deactivation of the old code) | DMO |
Sold-to / Payer address change (within the same country) | NO | DMO |
Bill-to creation/ address change (within the same country or to another country) | NO | DMO |
Any Ship-to changes (creation, activation/deactivation, link to a sold-to, name, address, shipping conditions, incoterms changes; account group ZSHP). Not applicable to ZSAM changes. | NO | DMO |
General customer contacts in customer master (telephone, fax) | NO | DMO |
Dunning procedure changes | YES (before any changes are implemented) | DMO |
Language | NO (but in SAP default language should always be ENG) | DMO |
Currency | YES | DMO |
VAT # or Tax ID | YES (a new customer code should be created, then DMO will |
To perform change of a value in the same field for a list of customers Transaction XD99 – Customer master mass maintenance can be used.
Select the field(s) to be changed:
Use search function (binocular) to easily find the field to be changed. Use technical name of the field in search. You can find out technical name of the field pressing F1 when field is selected and pressing Technical Information button:
Technical information of the field will be displayed:
Limit selection as much as possible to perform the change only for the customers that need it:
Use additional options on the bottom of selection screen to amend selection options or add/remove selection fields if necessary:
As example Country field has been added to the list of selection criteria:
Additional field is available now for record selection:
The required new value(s) have to be entered in the designated space above list of customers. It is possible to deselect customers that do not require data to be changed:
Press the Carry Out a Mass Change button. New value(s) will be copied to selected records only:
Press the floppy disc icon to save the changes. Check the message to verify if all the records were changed:
NOTE! The transaction XD99 should be used with extreme caution!
14. Returns vendor maintenance
New returns vendor creation is required for all new raw-material &packaging vendors. Usually requests related to returns vendor accounts is received from Data operations representatives working with vendor master data.
Request for returns vendor must be submitted as a separate ticket under Customer domain. In request description the following information must be provided:
- vendor number (ZVEN account number)
- company code
- reference to the initial ticket for new vendor creation
No need to perform any validations and Tradebeam checks as it already should be done by Vendor team.
Returns vendor creation
Display vendor master data
Use transaction XK03 - Display Vendor in order to display vendor information.
Vendor: as provided in the ticket description
Company code: as provided in the ticket description; or press on button and search by vendor number.
Purch. Organization: always “CP01”
Returns vendor creation
Use transaction VD01 and select account group ZRET - Returns vendor.
Sales organization: same code as for the company code
Distribution Channel: always “00”
Division: always “IM”
Extensions to other sales areas are created automatically so there is no need to perform extensions if vendor is created for several company codes. DO NOT open company code view for returns vendors!
Returns vendor - general data
Address
You can simply copy-paste all general data information from vendor account. BUT note that information needs to be copied in CAPS LOCK for customers. In should be written totally the same way. In order to make it identical Excel function UPPER can be used.
Use =UPPER(A2) in cases where you need to convert text to uppercase, replacing A2 with the appropriate cell value of general data field.
Control data
Vendor: vendor number (ZVEN account group)
Tax information: copy from vendor
Marketing & Contact persons
Leave blank
Returns vendor - sales data
Currency: as per Order currency value in vendor Purchasing data
Switch off rounding: always check-marked
Cust. pric. proc.: always “4”
Shipping conditions: as per Shipping conditions value in vendor Purchasing data
Max. partial deliveries: always “9”
Underdel. Tolerance: always “10”
Overdeliv. Tolerance: always “10”
Brazil, Mexico, Taiwan: always “0”
Rest of them: always “1”
Partner functions
No information to be maintained here for new creations. Returns vendor rarely has partner functions assigned. Most commonly it would be CR - Forwarding Agent but this is not relevant for new creations.
Save the record.
Returns vendor changes & extensions
Once general data changes has been performed to raw-material and packaging vendor, Vendor team must request same change for its returns vendor account.
No validations needs to be done as it already should be done by Vendor team before performing changes to vendor master data. Normally, changes requested will include name and address change. If registration number has changed, new account must be created.
If Customer team has received request for general data changes and we have returns vendor account with matching details, we should create a ticket for Vendor team to check if this information is applicable for vendor account. Only after their confirmations, returns vendor should be updated.
Extensions to other sales areas are created automatically so there is no need to perform extensions if vendor is created for several company codes. DO NOT open company code view for returns vendors!
Returns vendor inactivation
There is no need to ask approval from Credit Management if we have received ticket to inactivate returns vendor account due to invalid VAT, or inactive vendor account.
If request has been received from vendor team, following steps needs to be performed:
- After the name add "- INACTIVE"/"- DUPLICATE"/"- INVALID VAT" - according to the reason of deletion;
- Add blocks and deletion flags as described in Chapter "Blocking customer & Marking customer for deletion".
Appendixes
Appendix 1 – Required documentation
A request for customer setup/maintenance must be accompanied by approvals and the documents listed below.
- To set up Sales Account Manager. Requests should come only from Claire-Downing Smith.
- To set up Ultimate Consignee, Buyer, Freight Payer, Commissions Agent no documents are required, supply customer Name and Country and indicate SAP Number of existing Sold-to for link.
- To set up End User, Customer Service Representative, Credit Manager no documents are required, customer Name and Country is sufficient.
- To set up Returns Vendor as customer no documents are required, respective Vendor number has to be provided.
- To set up Intercompany please refer to SAP Intercompany Work instructions.
All other changes may be requested by filling Customer Master Data Maintenance Request or in a text message.
Appendix 2 – Changes/Approvals/Creations table
TYPE OF CHANGES or CREATIONS
Credit Management approval needed?
Responsible for maintenance
Regular customer creation (Sold-to + Payer; account groups ZSLD + ZPYR)
block it and send it to CM for their review and completion of the credit data as well as for an approval to deactivate the old code; after approval is received the new record will be unblocked and released to the requester and the old one will be blocked) | DMO |
Prospect customer creation / changes (account group ZPRS) | YES |
DMO |
Sold-to / Payer name change (due to ownership changes)
YES (a new customer code should be created, but an approval needs to be obtained first for a creation and deactivation of the old code)
DMO
Intercompany customer creation / changes (account group ZINC) | NO | DMO |
Bill-to creation/ address change (within the same country or to another country)
NO
DMO
Any Ship-to changes (creation, activation/deactivation, link to a sold-to, name, address, shipping conditions, incoterms changes; account group ZSHP). Not applicable to ZSAM changes.
NO
DMO
General customer contacts in customer master (telephone, fax)
NO
DMO
Dunning procedure changes
YES (before any changes are implemented)
DMO
Language
NO (but in SAP default language should always be ENG)
DMO
Currency
YES
DMO
VAT # or Tax ID
YES (a new customer code should be created, then DMO will block it and send it to CM for their review and completion of the credit data as well as for an approval to deactivate the old code; after approval is received the new record will be unblocked and released to the requester and the old one will be blocked)
DMO
Prospect customer creation / changes (account group ZPRS)
YES
DMO
Intercompany customer creation / changes (account group ZINC)
NO
DMO
ZSAM change
NO, but approval from Clare Downing-Smith required (sold-to &ship-to, including ZSAM changes upon customer re-activation) – usually no actions required – Clare requires the account in mass update list
DMO
Ultimate consignee creation / changes (account group ZULC)
NO
DMO
Ultimate consignee link (account group ZULC)
NO
Customer Service (on the order level)
Sales account manager creation / link / changes (account group ZSAM)
NO, but approval from Clare Downing-Smith required (sold-to &ship-to, including ZSAM changes upon customer re-activation)
DMO
Customer Service Representative creation / changes (account group ZCSR)
NO
DMO
Customer Service Representative link (account group ZCSR)
NO
Customer Service (on the order level)
One-time customer creation / changes (account group ZCPD)
NO (as long as Cytec is not charging money on orders)
DMO
Commissions Agent creation / link / changes (account group ZCOM)
NO
DMO
Credit Manager creation / link / changes (account group ZCRM)
YES (before any changes are implemented)
DMO
Freight Forwarder link (vendors-carriers)
NO
DMO
Freight Payer creation / link (to a Ship-to) / changes (account group ZFPY)
NO
DMO
Payment terms creation / changes
YES (before any changes are implemented)
DMO
Block / unblock, mark / unmark for deletion (Bill-to / Sold-to / Payer / Credit Manager / Parent)
YES (before any changes are implemented)
DMO
ZSAM change | NO, but approval from Clare Downing-Smith required (sold-to &ship-to, including ZSAM changes upon customer re-activation) – usually no actions required – Clare requires the account in mass update list | DMO |
Ultimate consignee creation / changes (account group ZULC) | NO | DMO |
Ultimate consignee link (account group ZULC) | NO | Customer Service (on the order level) |
Sales account manager creation / link / changes (account group ZSAM) | NO, but approval from Clare Downing-Smith required (sold-to &ship-to, including ZSAM changes upon customer re-activation) | DMO |
Customer Service Representative creation / changes (account group ZCSR) | NO | DMO |
Customer Service Representative link (account group ZCSR) | NO | Customer Service (on the order level) |
One-time customer creation / changes (account group ZCPD) | NO (as long as Cytec is not charging money on orders) | DMO |
Commissions Agent creation / link / changes (account group ZCOM) | NO | DMO |
Credit Manager creation / link / changes (account group ZCRM) | YES (before any changes are implemented) | DMO |
Freight Forwarder link (vendors-carriers) | NO | DMO |
Freight Payer creation / link (to a Ship-to) / changes (account group ZFPY) | NO | DMO |
Payment terms creation / changes | YES (before any changes are implemented) | DMO |
Block / unblock, mark / unmark for deletion (Bill-to / Sold-to / Payer / Credit Manager / Parent) | YES (before any changes are implemented) | DMO |
Block / unblock, mark / unmark for deletion (Ship-to / Prospect / Customer Service Representative / Sales Account Manager / Intercompany / Ultimate Consignee / One-time customer / End User / Returns Vendor / Buyer / Commissions Agent / Freight Payer) | NO | DMO |
Tax classification changes (change customer’s status from / to taxable / non-taxable) | NO | DMO |
Customer extension to another SO / Company (Sold-to / Payer) | 1) NO – if requested payment terms remains the same as for existing sales areas. After extension notification to CM must be sent with all documentation attached. 2) YES – if requested payment terms are different from already existing sales areas. Can be temporary setup with existing payment terms for another SO. | DMO |
Customer extension to another SO / Company (Credit manager / Parent) | YES (only after approval DM extends customer to different SO) | DMO |
Customer extension to another SO / Company (Ship-to / Prospect / Bill-to/Customer Service Representative / Sales Account Manager / Intercompany / Ultimate Consignee / One-time customer / End User / Returns Vendor / Buyer / Commissions Agent / Freight Payer) | NO | DMO |
Tax classification changes (change customer’s status from / to taxable / non-taxable)
NO
DMO
Customer extension to another SO / Company (Sold-to / Payer)
1) NO – if requested payment terms remains the same as for existing sales areas. After extension notification to CM must be sent with all documentation attached.
2) YES – if requested payment terms are different from already existing sales areas. Can be temporary setup with existing payment terms for another SO.
DMO
Customer extension to another SO / Company (Credit manager / Parent)
YES (only after approval DM extends customer to different SO)
DMO
Payer link to a Sold-to (in case Payer is different) | YES (before any changes are implemented) | DMO |
Bill-to link to a Sold-to (in case Bill-to is different) | No | DMO |
Account group upgrade into a Sold-to (Ship-to / Prospect / Bill-to / |
Payer) | YES ( |
NO
DMO
Payer link to a Sold-to (in case Payer is different)
YES (before any changes are implemented)
DMO
Bill-to link to a Sold-to (in case Bill-to is different)
No
DMO
Account group upgrade into a Sold-to (Ship-to / Prospect / Bill-to / Payer)
after the record is upgraded DMO will send it to CM for their review and completion of the credit data; after approval is received the record will be released to the requester) | DMO | |
Credit risk (=bad-debt accounts) check mark | YES | Credit (a box which can be ticked in the credit view) |
Credit limit setups / changes, credit checking parameters and other credit fields | YES | Credit (everything is maintained in the credit view) |
Appendix 3 – Requestors and Data Stewards
Account Type | Account Description | Stewards: Keighley:7250 | Stewards: Mondovi:7257 | Stewards: Santa Fe Springs:1246 | Stewards: Toulouse:7252 |
ZSLD | Tina Beresford | Mara Ramondetti |
| - | |
ZSHP | |||||
ZBTP | |||||
ZPYR | |||||
ZULC | |||||
ZEND | |||||
ZPRS | |||||
ZBUY | |||||
ZCOM | |||||
ZCPD | One-time customer | ||||
ZCSR | |||||
ZSAM | Clare Downing Smith | ||||
| ZPAR | Parent | David Stephens & Jane Walker | |||
| ZCRM | Credit Manager | David Stephens & Jane Walker | |||
ZINC | Mark Hunter | Giuseppina Barovero | Leigh Nelson | Laurence Gigaux | |
ZRET | Marie Woodhouse (direct) Alan Flade (indirect) | Elena Vinai & Andrea Peano (direct) Alan Flade (indirect) | Jennifer Dominguez & Tracey Ng (direct) Alan Flade (indirect) | Claire Thomas & Laetitia Villemeney & Anne Maureau (direct) Alan Flade (indirect) | |
Appendix 4 – How to find and display order?
Sometimes it may be useful to find out who created a certain order in SAP. This can be used, for example, to determine a correct person to turn to when the VAT# of the customer changed, a new account has been created, and in order to block the old one all open orders need to be reassigned.
...
As a result you will see a list of orders that match selection criteria entered. You can adjust columns of the table as per your needs:
Appendix 5 – Transportation Zone coding
Transportation Zones are dependent upon Country Code master (T005). Customer, Vendor and Routes are dependent upon Transportation Zones.
...
Ex2: Country KA, Postal code 110-360 = 6 symbols = CCPPPP = KA1103 (no dash
Appendix 6 – Sales Account Manager setup (ZSAM)
Sales Account Manager creation and modification requests should be received only from Clare Downing Smith. If request is received from any other person, Clare's approval must be obtained before setting up or changing information on ZSAM accounts.
For SAM maintenance use T-codes VD01 - create /VD02 - modify /VD03 - display
Account group: ZSAM Sales Acct Manager Customer: must not be filled, a number will be given automatically as per defined number range at the moment of saving the new record, see section Customer Master Account Groups for number range assignment. Sales Organization: to be filled if necessary with areas for which the customer has to be opened, see list of Sales organizations in Company Codes and Sales Organizations. Provided by requester. Distribution channel: always “00” – Cytec Distribution Division: “IM” for Industrial Materials Customers; “AM” for Aerospace Materials Customers. Provided by requester. |
|
General data view: Address
...
Sales District: Geographical Classification of responsibility area of Sales Account Managers. Determined by sales organization if not requested else-wise:
|
|
Appendix
...
7 – Parent Account Setup (ZPAR)
Parent account setup and change requests should be received only from Credit Department. Along with the request they usually provide general data information (D&B report) for Parent setup. For ZPAR creation and maintenance use T-code FD01/FD02/FD03:
...
At the end of the setup, account must be blocked for posting:
Appendix
...
8 – Customer Invoice Email Job setup
When a new customer who wants to receive invoices via email is set up, it is required that the customer number must be added to the variant jobs which control email and paper (print job) of invoice output. The variants of the invoice output to be updated are as follows:
Variant to enable e-invoicing | Variant to disable printing | |
Z_EMAIL_1246 & Z_EMAIL_1246AM | Z_PRINT_1246 | |
Z_EMAIL_7250 | Z_PRINT_7250 | |
Z_EMAIL_7257 | Z_PRINT_ | 7257 !!7257 |
Z_EMAIL_7252 | Z_PRINT | _7252 !!_7252 |
- Z_EMAIL are for switching ON e-invoicing
- Z_PRINT are for switching OFF printed invoices
Usually when an email address has been provided for e-invoicing and we switch ON e-invoicing, we switch OFF paper invoices by default even if requester did not mention that. Please note that there could be exception cases for so: 7252 & 7257 that will be described in the next steps.Manual setup instructions:
Enter transaction ZVAR_CHANGE and select variant name from drop-down list program variant that must be updated, and then press Execute.
2. You can add or remove customer numbers in the Payer customer list.
3. After opening the list, go to the end of the Select Single Values tab by dragging the scroll bar to the bottom, click inside the first empty field and paste the customer numbers using the Upload from Clipboard icon (Ctrl+V also works). Then press Execute icon to complete the update.
4. This action will take you back to the Edit Variants screen. Save and Exit to return to the screen to select another variant to change.
Next, update the print job variants for new customers who should not receive printed invoices. This is usually the same customer numbers you have just added into the Email variants. Select Print variant name and press Execute.
The only difference here is that you will update the Exclude Single Values tab so these customers will not receive prints. NOTE! Email is managed by inclusion. Print is managed by exclusion.
Repeat it for all other Print variants (excludes 7252 Toulouse).
You can also download any of these lists by selecting the Download Payers button in ZVAR_CHANGE main screen.
Note the location to where this file will always be downloaded on your computer.
If customer wants to receive-invoices, their sold-to and bill-to (if there is additional bill-to partner added) must be added in the variants.
Variants are activated after customer account is set up and even if the customer is created only for one sales area, we are activating variants for all sales area options, so if you will extend customer to another sales are, you will not need to this again.
...
Sales Organization
...
Description
...
1246
...
Aerovac LLC
...
7250
...
Aerovac Keighley LTD
...
7252
...
Aerovac Toulouse SAS
...
7257
...
Aerovac Mondovi SRL
Please note that if a sold-to customer has additional bill-to number added in master data partner functions, Invoice receiver details must be added also to the bill-to account, and both number (sold-to and bill-to) must be added to variants.
Variants are activated after customer account is set and email for e-invoicing has been added in master data, and even if the customer is created only for one sales area, we are activating variants for all sales area options, so if you will extend customer to another sales are, you will not need repeat this step.
Z_EMAIL variant maintenance
Variants: Z_EMAIL_1246 // Z_EMAIL_1246AM // Z_EMAIL_7250 // Z_EMAIL_7252 | |
|---|---|
Select first variant name Z_EMAIL_1246 No need to maintain this information for variants belonging to Cytec industries. |
|
| Go to Payer line and press on button Multiple selection |
|
Go to tab Select Single values. Add sold-to number and additional bill-to number (if applicable) at the bottom of the list. Once added to the list, press button Copy and you will return to the previous page. |
|
Press on floppy disk icon to save the changes. To return to main screen, press on the green button with arrows. |
|
Change variant name to Z_EMAIL_1246AM and perform the same steps as you did for Z_EMAIL_1246. And then perform the same steps also for variant Z_EMAIL_7250. | |
Z_EMAIL variants
Variants: Z_EMAIL_1246 // Z_EMAIL_1246AM // Z_EMAIL_7250 // Z_EMAIL_7252
Select first variant name Z_EMAIL_1246
No need to maintain this information for variants belonging to Cytec industries.
Go to tab Select Single values.
Add sold-to number and additional bill-to number (if applicable) at the bottom of the list.
Once added to the list, press button Copy and you will return to the previous page.
Press on floppy disk icon to save the changes.
To return to main screen, press on the green button with arrows.
Change variant name to Z_EMAIL_1246AM and perform the same steps as you did for Z_EMAIL_1246.
And then perform the same steps also for variant Z_EMAIL_7250.
This variant has an exceptional setup rules depending on the fact if customer is IT domestic customer or not. Meaning,
- if customer is located in Italy and opened for so: 7257 = it is domestic customer
- if customer is not located in Italy and opened for so: 7257 = it is non-domestic customer
- if customer is located in Italy and opened for any other sales area than so: 7257 = it is non-domestic customer
For this variant maintenance we just need to pay attention to the first two points.
- IF Customer is located in Italy + opened for so: 7257 (domestic customer) = e-invoicing and printed invoices must be switched OFF
| Variant Z_EMAIL_7257 | |
|---|---|
This variant has an exceptional setup rules depending on the fact if customer is IT domestic customer or not. Meaning,
For this variant maintenance we just need to pay attention to the first two points. |
|
Go to payer line and click on button Multiple selection. | As explained by giuseppina.barovero@aerovac.com: ALL ITALIAN DOMESTIC customers receive an XML file automatically from SAP via SDI (that's why we have tax n. 4 field populated in the master data). |
In order to do that, in variant Z_EMAIL_7257 you need to add customer number (sold-to and bill-to) to Exclude Single values.
Once added to the list, press button Copy and you will return to the previous page. |  |
2. IF Customer is located in any other country than Italy + so: 7257 (non-domestic customer) = e-invoicing and printed invoices must be switched ON | |
Go to payer line and click on button Multiple selection. | As explained by giuseppina.barovero@aerovac.com: |
>> they don't want to receive a PDF via email from SAP (what is called ZRD1 output in the billing document header)
>> we don't want to have paper copies printed out locally because it's not requested to store hard copies
NON DOMESTIC customers follow the general rule: if they want to receive the billing documents via email, then the customer must be set in the variant for the e-invoice (email). We also need an hard copy printed out locally because of the local compliance about non XML invoices. |
In order to do that, in variant Z_EMAIL_7257 you need to add customer number (sold-to and bill-to) |
to Select Single values.
|
|
Once added to the list, press button Copy and you will return to the previous page.
2. IF Customer is located in any other country than Italy + so: 7257 (non-domestic customer) = e-invoicing and printed invoices must be switched ON
Go to payer line and click on button Multiple selection.
As explained by giuseppina.barovero@aerovac.com:
NON DOMESTIC customers follow the general rule: if they want to receive the billing documents via email, then the customer must be set in the variant for the e-invoice (email). We also need an hard copy printed out locally because of the local compliance about non XML invoices.
In order to do that, in variant Z_EMAIL_7257 you need to add customer number (sold-to and bill-to) to Select Single values.
- EMAIL variant 7257 = customer number added to Select single values - to be added in the variant only if there is an invoice receiver added in master data
- PRINT variant 7257 = no action required
Z_PRINT variants
|
|
Z_PRINT variant maintenance
| Variant Z_PRINT_1246 & Z_PRINT_7250 & Z_PRINT_7257 | |
|---|---|
Select first variant name Z_PRINT_1246 No need to maintain this information for variants belonging to Cytec industries. |
|
| Go to Payer line and press on button Multiple selection |
|
Go to tab Exclude Single values. Add sold-to number and additional bill-to number (if applicable) at the bottom of the list. Once added to the list, press button Copy and you will return to the previous page. |
|
Press on floppy disk icon to save the changes. To return to main screen, press on the green button with arrows. |
|
Change variant name to Z_PRINT_7250 and perform the same steps as you did for Z_PRINT_1246. | |
| Variant: Z_PRINT_7252 | |
|---|---|
Z_PRINT_7252 (Toulouse) variant is not updated because this area require printed invoices. Current list added is exception list from Collections team that agreed with customers that email invoices can be sent instead of printed only. |
|
| Variant: |
| Z_PRINT_7257 |
In variant |
Z_PRINT_ |
No need to maintain this information for variants belonging to Cytec industries.
Go to tab Exclude Single values.
Add sold-to number and additional bill-to number (if applicable) at the bottom of the list7257 you need to add customer number (sold-to and bill-to) to Exclude Single values. Once added to the list, press button Copy and you will return to the previous page. |
|
Press on floppy disk icon to save the changes.
To return to main screen, press on the green button with arrows.
Change variant name to Z_PRINT_7250 and perform the same steps as you did for Z_PRINT_1246.
Z_PRINT_7252 (Toulouse) variant is not updated because this area require printed invoices.
Current list added is exception list from Collections team that agreed with customers that email invoices can be sent instead of printed only.
In variant Z_PRINT_7257 you need to add customer number (sold-to and bill-to) to Exclude Single values.
Once added to the list, press button Copy and you will return to the previous page.
Appendix 15– Bank details
Bank details should be added only to the sold-to accounts.
Bank details can be added only when AR or CS has provided one of the following bank details conformations:
1) customer letterhead with bank details
2) email from customer saved in pdf format, in which customer asks to use certain bank account for the refund.
(domain should match with setup in the system)
Prior of making any amendments in system VALIDATE bank details (IBAN/ Routing #)
- for direct debit customers –RIBA payments in Italy (NOTE! Payment method “Z – Customer Payments” to be used in this case.)
- for customers to be refunded (NOTE! Payment method “W – International Wire” or as indicated in request to be added in this case.)
List reports
You can also download any of these variant lists by selecting the Download Payers button in ZVAR_CHANGE main screen.
Note the location to where this file will always be downloaded on your computer.
Appendix 9 – Bank details
Bank details should be added only to the sold-to accounts.
Bank details can be added only when AR or CS has provided one of the following bank details conformations:
1) customer letterhead with bank details
2) email from customer saved in pdf format, in which customer asks to use certain bank account for the refund. Customer email domain should match with other contacts set up in the systems for the given customer number.
Prior of making any amendments in the system you must validate bank details provided. See work instructions "Validations For Customer And Vendor Master Data"
1) If you have bank details with IBAN number, the easiest option to add it is:
- after you have validated IBAN number and validation results comes back with no errors
- go to the sold-to account for which you need to modify the bank details by using transaction XD02
- in general data view - go to Payment transactions and press on button IBAN
- then press button Switch input type
- copy and paste the IBAN number and add SWIFT/BIC code, then press Generate bank details
- by doing this, system will divide all the information in the fields required
- then add sequential number of bank account, set “0001” for default banking details, for the others “0002”, “0003”, etc.
in case there is several bank detail lines, bank type should go in sequence ,e.g. 0001, 0002, 0003 etc. - and if you are adding bank details for refund, you might need to change payment method in company code (if requested)
2) If you have other type of bank details
Ctry: Enter country code of the bank.
...
Bk.typ: Sequential number of bank account, set “0001” for default banking details, for the others “0002”, “0003”, etc.After entering EU banking details, press IBAN button to create the bank account in IBAN format, check correctness of IBAN and press Continue or Enter. For US (or other countries) bank details can be checked by pressing Bank Data… button. NOTE! Do not change SWIFT code for banks already existing in SAP.
Swift Code or BIC is used ONLY for International Wire Transfers. If you are doing only domestic payments then you only need ABA or routing number of bank instead of swift code. Some International wires require an IBAN number, but bank accounts in the USA do not have an IBAN. However, you need to provide ABA Routing Number and your Account Number along with Swift Code of bank to initiate International wire transfer.
Europe: The registrations of Swift Codes are handled by Society for Worldwide Interbank Financial Telecommunication (“SWIFT”). Swift Code is a standard format of Bank Identifier Codes (BIC) and it is a unique identification code for a particular bank. The Swift code consists of 8 or 11 characters:
...
America: An ABA number (or RTN - Routing Transit Numbers) is a code that identifies your bank. This code helps other banks transfer money to and from your account; it is similar to an address which tells everybody where to find your account. “ABA” is used because the American Bankers Association (ABA) assigns the numbers to banks. It is usually nine digit number.
Appendix 10 – SAP table lists
Commonly used SAP tables for reporting.
Transaction: SE16 or SE16N
| Table | Description | Area |
| KNA1 | general data | customer |
| KNA1VV | address and sales data | customer |
| KNB1 | company code data | customer |
| KNBK | Bank details | customer |
| KNKK | credit limit and risk | customer |
| KNVA | Unloading point | customer |
| KNVP | partner functions | customer |
| KNVV | sales area data | customer |
| TPART | find by partner function | customer |
| ADRC | address | general |
| ADR6 | emails | general |
| ADR2 | Contact Telephone number | general |
| ADR3 | Contact Fax number | general |
| TZONE | transportation zone | general |
| VBAK | order header | sales orders |
| VBAP | order item data | sales orders |
| VBPA | order partner functions (all) | sales orders |
| ZWOCR05 | open order reports (WP1 specific) | sales orders |
Appendix 11 – How to check partner functions
When you are checking a given account number and you want to see if this account is linked to any other account, you can find it in the following way.
Open the account, go to Extras - Customer Partner functions:
Example: account 10001779 B/E AEROSPACE INC (created as goods recipient account) is linked to:
- as a ship-to partner to sold-to account #10001006 B/E AEROSPACE INC - SFC NOGALES in sales area 7223/IM
- as a ship-to partner to sold-to account #10002592 B/E AEROSPACE INC in sales area 1237/IM
- and exists as ship-to partner for itself in sales areas 1237/IM, 1237/AM,7223/IM,7223/AM
So if you would open sold-to account #10001006 B/E AEROSPACE INC - SFC NOGALES in sales area 7223/IM - partner functions tab, you would see all the partners linked to this sold-to account, including the ship-to account from screenshots above:
Appendix 12 – Customer mass maintenance
To perform change of a value in the same field for a list of customers Transaction XD99 – Customer master mass maintenance can be used.
NOTE! The transaction XD99 should be used with extreme caution!
First option - when you need to change field data to the same value for several customer records
Select the field(s) to be changed:
Use search function (binocular) to easily find the field to be changed. Use technical name of the field in search. You can find out technical name of the field pressing F1 when field is selected and pressing Technical Information button:
Technical information of the field will be displayed:
Limit selection as much as possible to perform the change only for the customers that need it:
Use additional options on the bottom of selection screen to amend selection options or add/remove selection fields if necessary:
As example Country field has been added to the list of selection criteria:
Additional field is available now for record selection:
The required new value(s) have to be entered in the designated space above list of customers. It is possible to deselect customers that do not require data to be changed:
Press the Carry Out a Mass Change button. New value(s) will be copied to selected records only:
Press the floppy disc icon to save the changes. Check the message to verify if all the records were changed:
Second option - if you have an excel sheet prepared with the new data
Select table which you want to update, then press on Import Data from file, select the file you have prepared for mass upload
Select option with header line if you have column names in excel first row
