Tasks to be completed when creating an operating procedure (from creation to publication)
- Enter the Title of the procedure.
- Add the following Labels Labels:
- Region: apac, emea, lam, nam
Domain & Process using the List of labels to be used in the PtP space
- Fill all fields as described
- Once the procedure is completed, publish it using thePtP Procure to Pay approval workflow
Table of contents
Scope
ERP
References
Attachments
Objective and Scope
Objective of this Procedure
The purpose of this procedure is to describe the steps to create physical vendors, also known as Vendor as Employee.
Scope
This OP explains the steps required for the creation and maintenance of a Physical Vendor. The procedure describes the process for MX employees for company codes 5720 and 5726 in PF1 and for BR employees in WP1.
Reference Documents
N/A
Definitions
Abbreviation | Description |
User ID | User Identification |
CURP | Clave Unica de Registro de Población |
D&A | Data & Analysis team |
VWF | Vendor Workflow tool |
LAM | Latin America |
NAM | North America |
GENERAL DATA OF PHYSICAL VENDOR - MEXICO
Definition
Physical accounts are created for expenses of Solvay employees in Mexico.
The information should be received via FreshDesk ticket to be handled by D&A Team.
Creating a new Employee as Vendor
Enter the transaction XK01 in PF1_020 - always created in local system.
01 - Vendor: Starts with P + the User ID number - the work number that identifies each employee to be written immediately after P.
For Mexico the user ID has 8 or 4 digits. In the last case, “0” must be added in order to complete 8 digits after the P.
02 - Company Code: Must be provided by the requester.
03 - Account group: Always use the Account group “ZZPE”: Personnel for Expense Account.
Press Enter
04 - Name: The name of the Physical Vendor (in the original language) should be copied from the requesters’ template.
05 - Search Term 1/2: Search term 1 is filled with the first Employee’s name and Search term 2 is filled with the vendor number.
06 - Street address: The Employee’s street address should be provided by the requester.
07 - Country and Region: Region of the company where the employee is located.
08 - Time Zone: Information automatically filled by SAP.
Press Enter.
Control information
09 - Tax Number 3: Must be filled with the CURP
CURP – Clave Unica de Registro de Población is the people identification number in MX and is composed by 18 digits.
10 - Sole Proprietor: Denotes a natural person. “Flag” the box.
Press Enter.
The bank data information is filled following the same steps as for standard vendors. (Check OP D&A LAM/NAM Vendor Master Data Creation and Maintenance).
Press Enter
In the following screen, fill the Accounting information:
11 - Reconciliation Account: Specific Reconciliation G/L account number: 2486010000
12 - Sort Key: Sorting Codification key for Accounting info: 002
13 - Personnel number: Reference data related with the Physical Vendors own identification. Use always the USER ID.
Press Enter
Payment Transactions accounting information
14 - Chk double inv.: Flag the box. This field avoids double payments for the same vendor, with the same reference document.
15 - Payment Methods:
1 – Banamex;
Z – Other banks;
4 – Checks.
Press enter and Save the creation:
EMPLOYEES Z012 – BRAZIL
Definition
The requests for new employees creations are not received by forms or VWF, all information are already listed in an automatic HR process where they are generated.
Z012 is the account group used specifically for employees’ creation in SAP.
D&A Team responsibility is to check some information related to the employees view. The employee number is automatically created and informed in the folder which D&A executes daily, following the procedure described below.
Manual Process SM35
Access the transaction SM35 in WP1_400 – Local system.
16 - Insert the code *ZWFAI005C0 and press Enter.
17 - Symbol indicating that an error occurred.
The symbol
indicates that the job ran without any error. In these cases, no action is required from D&A.
18 / 19 - Select the line which is presenting error, then Process.
An additional screen is opened:
20 / 21 - Select the options Display errors only and Dynpro standard size, then Process.
The next screen presents the Employee Payment transactions information, where the error ocurred, due to some missing information.
22 - Access bank data and insert the bank name according to the bank key.
E.g 237: Banco Bradesco.
Only 3 banks are used by Solvay BR (Rhodia) to make payments to employees:
001 – Banco do Brasil
237 – Banco Bradesco
341 – Banco Itaú
23 - Insert the city of the bank – Always São Paulo.
24 - Save the information filled.
An additional screen is opened:
- After clicking on Session Overview, the system returns to the initial screen with status Processed.
Appendix
N/A
End of the document.