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- 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: |
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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. |
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3.1.7. Extras - Additional Data
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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 |
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| 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.
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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 |
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| 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: |
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| 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 |
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| 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 |
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| 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. |
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| 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 |
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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). |
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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.
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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.
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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. |
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5. Customer inactivation
There is two ways how to inactivate customer account:
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NOTE! Same rules applied to "Selected company code" deletion flags.
5.2. Marking customer for deletion (overall account inactivation)
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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 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 |
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 |
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 (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
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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. |
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General data view: Address
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Variants: Z_EMAIL_1246 // Z_EMAIL_1246AM // Z_EMAIL_7250 // Z_EMAIL_7252 | |
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Select first variant name Z_EMAIL_1246 No need to maintain this information for variants belonging to Cytec industries. |
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| Go to Payer line and press on button Multiple selection |
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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. |
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Press on floppy disk icon to save the changes. To return to main screen, press on the green button with arrows. |
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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. | |
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| Variant Z_PRINT_1246 & Z_PRINT_7250 & Z_PRINT_7257 | |
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Select first variant name Z_PRINT_1246 No need to maintain this information for variants belonging to Cytec industries. |
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| Go to Payer line and press on button Multiple selection |
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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. |
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Press on floppy disk icon to save the changes. To return to main screen, press on the green button with arrows. |
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Change variant name to Z_PRINT_7250 and perform the same steps as you did for Z_PRINT_1246. | |
| Variant: Z_PRINT_7252 | |
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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. |
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| Variant: Z_PRINT_7257 | |
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. |
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