Objective and Scope

This Operating Procedure aims to describe necessary steps when it is needed to create Employee vendor (T&E) for reimburse claim along with some special conditions or requirements of APAC country.

Requirement of T&E code creation

1. Requester must be HR or HtR (Hire-to-Retire) which can check in Solvay organization Chart in Solvay one or contact in Solvay mail
2. Required information :
- Name of employee (English and Local Language)
- Company code/ Entity
- Employee's Solvay email (e.g. xxxx.yyyy@solvay.com)
- Bank account details (Bank name, branch name/code and account number)
- HR staff code (if applicable)

Employee Code Creation

Duplication Checking

1 Data Operations > APAC - Employee Code Creation > worddavb378626ec21628bb15e0bab11444f1f8.png

#	Main activities	Tips/Best practices	Key points
1	Double click on target system that you are going to create employee code.		WP1 - Select PF1 - Select

Data Operations > APAC - Employee Code Creation > worddav0a882615a28d84a17dd84ad5270c9a5f.png

#	Main activities	Tips/Best practices	Key points
2	Hit 'Enter'

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#	Main activities	Tips/Best practices	Key points
3	Put transaction code *'XK03'* in transaction field. Then, click or hit 'Enter'

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#	Main activities	Tips/Best practices	Key points
4	Check duplication base on name and bank account number by clicking on the right side of vendor field

5 Data Operations > APAC - Employee Code Creation > worddavb281b2ccdf3de2f9d090354423233392.png

#	Main activities	Tips/Best practices	Key points
5	In 'Vendors (General)' tab, check duplication by entering employee name in 'Name' field. Then hit 'Enter'	Only name will be used in duplication checking.Replace the space in employee name by * , also in the front and back of the name.	* is using for multiple selection

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#	Main activities	Tips/Best practices	Key points
6	Check duplication from banking details. Click to expand the list.
7	Select

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#	Main activities	Tips/Best practices	Key points
8	Put account number in 'Bank Account' field. Then hit 'Enter'

Data Operations > APAC - Employee Code Creation > worddav63c1bba96718bde5e98e13f2cf3ee987.png

11

#	Main activities	Tips/Best practices	Key points
9	For those who have name in local language, check duplication from local name. If do not have, jump to steps of creation.
10	Follow (6) to open 'Vendor Address (Local language)'
11	Select

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#	Main activities	Tips/Best practices	Key points
12	Put in local language name. Then hit 'Enter'.
13	Click to close searching window.If found potential of duplication, see 3.1.1.If not, got to creation steps.

Potential of Duplication

Data Operations > APAC - Employee Code Creation > worddav82255cab3b8da6f1ab32a5bc120a6737.png

1

#

Main activities

Tips/Best practices

Key points

1

Check all details of existing code.Double click on the vendor code.

If found more than 1 potential of duplication, suggest to take note and check one by one.

Details to be checked:

Full name (both English & local language)
Banking Details
Company Extension

2 Data Operations > APAC - Employee Code Creation > worddavd675895fc854a2591175698ba77ab97d.png

#	Main activities	Tips/Best practices	Key points
2	Check for company extension by clicking on the right side of Company Code field.

43 Data Operations > APAC - Employee Code Creation > worddav9f32f64ff4fcb1a8ec2ba3ce6f80098b.png

#	Main activities	Tips/Best practices	Key points
3	Put Vendor Code in vendor field.
4	Hit 'Enter' or click to start search.	Take note on this information, it will be provided to the requester for their checking.

65 Data Operations > APAC - Employee Code Creation > worddavf35567af82a2aad695cbefb992b24bae.png

#	Main activities	Tips/Best practices	Key points
5	List of extended company code will be shown.	Take note on this information, it will be provided to the requester for their checking/confirmation.
6	Click to close the window.

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#	Main activities	Tips/Best practices	Key points
7	Check general information of existing employee code.Put vendor code in Vendor field, then hit 'Enter' to display vendor details.

8910 Data Operations > APAC - Employee Code Creation > worddav6d27a64ac1a504f9056f8d633f7b91d2.png

#	Main activities	Tips/Best practices	Key points
8	Check Name	Take note on this information, it will be provided to the requester for their checking.
9	Click to view name in local language
10	Click or hit 'Enter' twice to display banking details

1211 Data Operations > APAC - Employee Code Creation > worddave1bfcc6b2502f2bfb00484d724c312e1.png

#	Main activities	Tips/Best practices	Key points
11	Click to display bank name and branch
12	Check banking details - Bank name and branch A/C number	Take note on this information, it will be provided to the requester for their checking.
13	Share the existing information to requester by sending an email to him/her.

Steps of Creation

WP1

Data Operations > APAC - Employee Code Creation > worddav7e1b425dcd91cc4ad5802d3fc424e303.png
1

#	Main activities	Tips/Best practices	Key points
1	Select *"ERP – Production – WP1 (RCS)"* and double click

Data Operations > APAC - Employee Code Creation > worddav0a882615a28d84a17dd84ad5270c9a5f.png

#	Main activities	Tips/Best practices	Key points
2	Hit 'Enter'

33 Data Operations > APAC - Employee Code Creation > worddavdc7fe9ece982dab2e5913850c88c72ff.png

#	Main activities	Tips/Best practices	Key points
3	Put transaction code *'XK01'* in transaction field. Then, click or hit 'Enter'	Before creation, check whether there is an existing code of requested people.

645 Data Operations > APAC - Employee Code Creation > worddav65e1f3acb035f719766c9b0d082b0fc9.png

#	Main activities	Tips/Best practices	Key points
4	Fill in Company Code	As per provided by requester
5	Fill in Account Group	Always Z012
6	Click or hit 'Enter'

121110879 Data Operations > APAC - Employee Code Creation > worddav9675500d4091a531b93f90513f54dacd.png

#	Main activities	Tips/Best practices		Key points
7	Fill in Employee Name	As per provided by requester
8	Fill in Search Term			JP : use word "JPEMP" as search term SG : use HR Code as search term Other Countries : use Name as search term
#	Main activities		Tips/Best practices		Key points
9	Fill in Country Key		Check country code by clicking on the right side of country field
10	Fill in Region		Check region code by clicking on the right side of region field
11	Fill in Email Address
12	For those who have name in special characters, click to expand fields for local language updating. If do not have, jump to step 13^th.

12.212.1 Data Operations > APAC - Employee Code Creation > worddavda26c88f908682d207b3d4b61ec0c26a.png

#	Main activities	Tips/Best practices	Key points
12.1	Select the local language to be updated
12.2	Click to continue updating

14.614.514.414.3
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#	Main activities	Tips/Best practices	Key points
12.3	Fill in Name in local language
12.4	Fill in Search Term for local language
12.5	Click to save
13	Click or hit 'Enter' to continue updating.

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#	Main activities	Tips/Best practices	Key points
14	For IN employee, fill in PAN in Tax No. 2 field.For other countries, skip this step.		PAN is an ID number of Indian
15	Click or hit 'Enter' to continue updating.

17166 Data Operations > APAC - Employee Code Creation > worddav5e77f31a4669127039c9565fd23eb15a.png

#	Main activities	Tips/Best practices	Key points
16	Update banking details	Refer SOP of Bank Registration
17	Click or hit 'Enter' to continue updating Accounting Information

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#	Main activities	Tips/Best practices	Key points
18	Fill in Recon. account		Recon Acc. on WP1 is always *'42900300'*
19	Fill in Sort Key		Always *'009'*
20	Fill in Cash Management Group		Always *'A5'*
21	Click or hit 'Enter' to continue updating .

262722232425 Data Operations > APAC - Employee Code Creation > worddav0ed06677dd4686c3404b1421150648da.png

#	Main activities	Tips/Best practices	Key points
22	Fill in Payment Term		KR, SG, CN, JP : 0028 IN : Y025
23	Check in Double Inv. box
24	Fill in Payment Method		'V' for all countries except IN & KR 'H' for IN & KR
25	Fill in House Bank (for IN only).		IN use 'CITI' Other countries, keep it blank
26	Fill in Supplement Code(for SG only)		'SR' applicable for SG Other countries, keep it blank
#	Main activities	Tips/Best practices	Key points
27	Click or hit 'Enter' to continue

282930 Data Operations > APAC - Employee Code Creation > worddav8a6dfe3a8d3853ce8138b13232d45011.png

#	Main activities	Tips/Best practices	Key points
28	Fill in Acctg Clerk		Base on company location
29	Fill in Email Address
30	For KR & IN, click or hit 'Enter' to continue updating Withholding Tax.		For other countries, jump to step 35^th.

3534333231 Data Operations > APAC - Employee Code Creation > worddav68b65d51a6d2994309d6921927ee225c.png

#	Main activities	Tips/Best practices	Key points
31	Fill in Country Key		Base on country code
32	Fill in Withholding Tax Type		KR use "K1" IN use "I1"
33	Fill in Withholding Tax Code		Always as "00"
34	Check Liable Box
35	Click to save and employee code will be generated.	WP1 employee code will have 6 digits.

Employee Code Data Operations > APAC - Employee Code Creation > worddav5e6400e1598cff8c104d05b9e732123a.png

PF1

#	Main activities	Tips/Best practices	Key points
1	Select *"ERP – Production – PF1 (ERP)"* and double click

1 Data Operations > APAC - Employee Code Creation > worddav9d799c1488971a99110906d633c34be6.png
2

#	Main activities	Tips/Best practices	Key points
2	Select 'Client 020'

#	Main activities	Tips/Best practices	Key points
3	Put transaction code *'XK01'* in transaction field. Then, click or hit 'Enter'	Before creation, check whether there is an existing code of requested people.

3 Data Operations > APAC - Employee Code Creation > worddav4ce9176353cc962ae67c3a5fcd16544b.png

654

#	Main activities	Tips/Best practices	Key points
4	Fill in Employee Code		P4 plus 8 digits of HR code
5	Fill in Company Code		As provided
6	Fill in Account Group		Always ZZPE

121110987 Data Operations > APAC - Employee Code Creation > worddavbcbfc46a0b09e1a3478dce320cf358e7.png

#	Main activities	Tips/Best practices	Key points
7	Fill in Employee Name	As per provided by requester
8	Fill in Search Term		JP : use word "JPEMP" as search term SG : use HR Code as search term Other Countries : use Name as search term
9	Fill in Country Key	Region code can be checked by clicking on the right side of country field
10	Fill in Region	Region code can be checked by clicking on the right side of region field
11	Fill in Email Address
12	For those who have name in special characters, click to expand 'International Version' for local language updating

151413 Data Operations > APAC - Employee Code Creation > worddav018de7dd7ac6f143acc87f8f45e3eace.png

#	Main activities	Tips/Best practices	Key points
13	Fill in Authorization		As per country Code
14	For IN employee, fill in PAN in Tax No. 2 field. For other countries, jump to step 15^th.
15	Click or hit 'Enter' to continue updating.

Data Operations > APAC - Employee Code Creation > worddav4cc9edc3c780aeb300bd42e1a1f0f681.png

#	Main activities	Tips/Best practices	Key points
16	Update banking details	Refer SOP of Bank Registration
17	Click or hit 'Enter' to continue updating Accounting Information

21201918 Data Operations > APAC - Employee Code Creation > worddav0c3d350c7ee3c9e4ce69228b413c6987.png

#	Main activities	Tips/Best practices	Key points
18	Fill in Recon. account		Recon Acc. on PF1 is always *'2486010000'*
19	Fill in Sort Key		Always *'009'*
20	Fill in Cash Management Group		Always *'A5'*
21	Click or hit 'Enter' to continue

2625242322 Data Operations > APAC - Employee Code Creation > worddav19978a96cda9212dc72efca663fbb518.png

#	Main activities	Tips/Best practices	Key points
22	Fill in Payment Term		KR, CN, JP : 0028 IN : Y025
23	Check Double Inv. box
24	Fill in Payment Method		'V' for all countries except IN & KR 'H' for India and Korea
25	Fill in House Bank (for IN only).		IN use 'CITI' Other countries, keep it blank
26	Click or hit 'Enter' to continue

292827 Data Operations > APAC - Employee Code Creation > worddav482581c269e1412c1a180304bc9a8ef9.png

#	Main activities	Tips/Best practices	Key points
27	Fill in Acctg Clerk		Base on company location
28	Fill in Email Address
29	Click or hit 'Enter' to finish the creation.

Employee Code30 Data Operations > APAC - Employee Code Creation > worddav88e8e0ab6f145eaf3e1064d602b097c3.png

#	Main activities	Tips/Best practices	Key points
30	Click to save.

Deactivation

1 Data Operations > APAC - Employee Code Creation > worddavb378626ec21628bb15e0bab11444f1f8.png

#	Main activities	Tips/Best practices	Key points
1	Double click on target system that you are going to block employee code.		WP1 - Select PF1 - Select

32 Data Operations > APAC - Employee Code Creation > worddava9124cfaf399d4857ebd43a02a96b357.png

#	Main activities	Tips/Best practices	Key points
2	Put transaction 'XK05'
3	Then, click or hit 'Enter'

654 Data Operations > APAC - Employee Code Creation > worddav85dfe349cd4f9791db734cb733947692.png

#	Main activities	Tips/Best practices	Key points
4	Put Vendor Code
5	Put Company Code
6	Then, click or hit 'Enter'

987 Data Operations > APAC - Employee Code Creation > worddav8d0a2f5492c7e27f70ff6f62465b78af.png

#	Main activities	Tips/Best practices	Key points
7	Check box		In case the code extended in multiple companies, mark only
8	Put '99' in block function field		In case the code extended in multiple companies, keep it blank.
9	Then, click to save

11121310 Data Operations > APAC - Employee Code Creation > worddavb68cbbcb8f9d40067b274246f367a5f1.png

#	Main activities	Tips/Best practices	Key points
10	Put transaction '/NXK06'to flag.		/N use for open new transaction by using the same window.
11	Put Vendor Code
12	Put Company Code
13	Then, click or hit 'Enter'

1514 Data Operations > APAC - Employee Code Creation > worddav98753bc082398bc0479f60a515f826a3.png

#	Main activities	Tips/Best practices	Key points
14	Check box.		In case the code extended in multiple companies, mark only
15	Check box.		DO NOT mark if the code extended in multiple companies.

Reactivation

#	Main activities	Tips/Best practices	Key points
1	To reactivate data, you can follow *Deactivation Steps* then remove the mark.