1. Objective and Scope 

1.1 Objective of this Procedure

This OP covers the SAP transactions tables related to the List of Approved FI vendors, Work Cycle Routing for FI Documents (coded invoices), Work Cycle Routing for MM Documents (PO invoices), Work Cycle User ID Creation.

1.2 Scope 

This organizational procedure (OP) applies to:

• List of Approved FI vendors: WP1_400 NAM.

• Work Cycle Routing for FI Documents (coded invoices): WP1_400 NAM.

• Work Cycle Routing for MM Documents (PO invoices): WP1_400 NAM and LAM.

• Work Cycle User ID Creation: WP1_400 NAM and LAM.

• Work Cycle users maintenance for PF1 is performed by Lisbon team.

2. Reference Documents

N/A

3. Definitions

4. FI Approved Vendors List NAM - ZWFA05Q 

4.1 Scope of transaction ZWFA05Q – List of vendor

This table contains all vendors that can be posted as an FI transaction in cockpit.   If a vendor is not listed on this table, the AP processor will receive the following error in the cockpit, when it is tried to post an FI transaction against that vendor:  

This table should be updated every time a new FI vendor is created under WP1/ NAM scope. Also, anytime an existing vendor needs to have an FI document posted (ie. credit memo) against it, will need to be added to the table.
If an AP processor is trying to post an FI document and receives the error message, they will send out a workcycle. When that happens, Data team team will update table ZWFA05Q with the vendor number and company code requested and then releases the workcycle when the task has been completed.
As a proactive step, when Data team is asked to create a new Z011 vendor for company code 7424 they must add that new vendor to ZWFA05Q.  This will prevent the creation of workcycles by AP team.

4.2 Using the transaction ZWFA05Q – List of vendor

Access the table ZWFA05Q in WP1_400 – Local system.

1. Click in New Entries to add a new vendor as FI, following the information provided by Accounts Payable team;

2. Add the company code informed on the workcycle;

3. Add the vendor number informed on the workcycle. 

After populating these details, just press to save.

5. FI WorkCycle Routing Table (Miscellaneous/EPWF) - ZWFA05P 

5.1  Scope of transaction ZWFA05P – List of coder

This transaction controls the routing of the FI Coding workcycle based on the value populated on the Site field of a cockpit document.

This table does not require any recurring maintenance (ie. daily, weekly, monthly, etc).  It will only have to be updated if a new coder is taking over responsibility for a Site/GBU.

Request will come from the GBU, plant manager or controller, via Freshdesk ticket. They will provide the name, phone number and email address of the user and which site code they will now be handling.

When the request is received, Data team team will check to see if the user has a workcycle ID.  If not, they will create a new id via transaction /COCKPIT/WUM and then update table ZWFA05P with the new workcycle ID and confirm back to the requester when the task has been completed.

5.2 Using the transaction ZWFA05P – List of coder 

Access the table ZWFA05P in WP1_400 – Local system.

4. Click in New Entries to add a new coder;

5. Add the company code, Site and Vendor (optional, there are some cases were a specific person handles a specific vendor);

6. Add the Coder (Workcycle ID of the coder).

Do the required updates and then press to save.

To easily find an existing entry you would like to modify, use the “Position” option, and search it by Company Code, Site or Vendor.

6. Transaction ZWFA05N – list of approvers

6.1  Scope of transaction ZWFA05N – list of approvers 

This transaction controls the routing of the FI Validation workcycle by Company Code, Site and Vendor (optional).  There can be up to three different approvers for each Company code and Site. This table is used by ALL Zones under WP1 system.

This table is only updated if the approvers for a GBU/Site have changed or a new Site has to be added to the table. 

Note: it is mandatory to have at least one entry for each site code in this table, even if the approvers use the Cost Center approval, an entry for Company Code and Site has to be made in this table to catch any FI request that comes in referencing a cost center not defined on table ZWFA05O.

Only the GBU can submit a request to change or provide a list of approvers for a new Site code. They will send their request to James Weaver (End User Partner), who will provide the GBU/Site and vendor if applicable. 

When the request is received, Data team team will check to see if the user has a workcycle ID.  If not, they will create a new ID via transaction /COCKPIT/WUM and then update table ZWFA05N with the new workcycle ID and confirm back to the requester when the task has been completed.

6.2 Using the transaction ZWFA05N – list of approvers 

Access the transaction table ZWFA05N in WP1_400 – Local system.

When accessing the transaction ZWFA05N, the change mode is automatically opened. 

To update, navigate to the company codes for the North American zone and site codes (vendor if specified), and change the entries to the workcycle ID(s) of the new approver(s). You can edit these information in the line itself. 

When done, click on the Save button . 

7. To add an entry, click on New Entries. 

8. Fill in the company code and site * Vendor field is optional

9. Add the approvers using their WorkCycle ID. 

Click when complete.

7. Transaction ZWFA05O – List of approvers 

7.1  Scope of transaction ZWFA05O – list of approvers 

This transaction controls the routing of the FI Validation workcycle by Company Code, Site and Cost Center.  There can be up to three different approvers for each Company code, Site and Cost center and this table is used by all Zones.

This table is only updated if the approvers for a GBU/Site/Cost Center have changed or a new Site has to be added to the table (and there are approvers defined at the cost center level).  

Only the GBU can submit a request for a change or provide a list of approvers for a new Site code. They will send their request to James Weaver (end user partner), who will provide the GBU/Site and vendor if applicable. 

When the request from the GBU received, Data team team will check if the user(s) have a workcycle ID.  If not, create a new id(s) via transaction /COCKPIT/WUM and then update table ZWFA05O with the new workcycle ID(s) and confirm back to the requester when the task has been completed.

Note: if there is no approval defined at the cost center level then this table does not need to be updated, only ZWFA05N.

7.2 Using the transaction ZWFA05O – List of approvers

After accessing the transaction ZWFA05O it is automatically opened in change mode.

To update, navigate to the company codes for the North American zone, site code and cost center, and change the entries to the workcycle ID(s) of the new approver(s).

When done, click on the Save button .

10. To add an entry, click on New Entries;

11. Fill in the company code, site and cost center;

12. Add the approvers using their WorkCycle ID. 

Click when complete.

8. Transaction ZWFA05C – Limit amounts by company

8.1  Scope of transaction ZWFA05C – Limit amounts by company 

This transaction controls the Approver dollar levels for FI validation workcycle.   Based on the dollar amount of the invoice, the system sends out workcycle approvals until it reaches the workcycle approver that can approve that dollar amount. 

The dollar breakdown for NA is as follows:

• Superior Limit 1 = 250,000.00

• Superior Limit 2 = 5,000,000,00

• Currency = USD

These are the values entered for every new NA site code that is created. Only Mark Dahlinger (or his comparable level) can authorize the change in these values.

This table is only updated when a new site code has been created for NAM. If this table is not populated, the FI Validation workcycle flow will not work for the new site code.

Requester/ controller/ buyer will advise the Data team team when there is a new site code.  They will provide the company code and site code.

When the request is received, Data team team will insert a new entry to transaction ZWFA05C for the new site code.  Advise the requester when complete.

8.2 Using the transaction ZWFA05C – Limit amounts by company

Access the transaction table ZWFA05C in WP1_400 – Local system:

Acessing the transaction ZWFA05C it is automatically opened in change mode.

13. To add an entry, click on New Entries;

14. Fill in the company code and site;

15. Add Superior Limit 1 = 250,000.00, Superior Limit 2 = 5,000,000,00, Currency = USD

Click when complete.

9. MM WorkCycle Routing table - ZWFA05H 

9.1 Scope of transaction ZWFA05H – List of generic mail

This transaction controls the routing of NOGR and Quantity Discrepancy workcycles to the Plant Generic workcycle accounts for Raw Material (Purch. Org. 3014), Packaging (Purch. Org. 3010) and Industrial Supply (Purch. Org. 3012) POs.

This table does not require any recurring maintenance (ie. daily, weekly, monthly, etc). It will only have to be updated if a new site/ plant is set up in WP1 or a site/ plant is being removed from WP1 which is rare.

Since these are the Generic workcycle Accounts for the plants/sites, there would only be requests to set up new sites or delete existing ones. The requester should notify Data team team of a new site, providing new email address and company number/site code, etc. If it is a request for a deletion then requester will provide the company number and site code of the existing location and reason for its removal.

When Data team team receives a request:

• For a new plant/site – Data team team will create a new generic workcycle ID via transaction /COCKPIT/WUM and link it to the email address provided.  After the new ID is set up then they can add the entries for the new site/plant in table ZWFA05H for each Purchase Org:  3009, 3010, 3011, 3012, 3013, 3014, 3015, and 3016. After the table has been updated we should advise that request has been completed and the New Generic workcycle account and initial password.

• Deleting a plant/site – After Data team has received the request, they must contact AP’s team leader and request that the workcycle account be checked for any outstanding workcycles.  If there are any, then redirect them to the new WC ID that will be handling them. Once completed, the AP team leader will notify Data team and we can delete the workcycle ID, who will go into transaction ZWFA05H and remove all entries for that site/plant.  After the entries have been removed, then Data team team will delete the generic workcycle ID(s) via transaction /COCKPIT/WUM. Notify when deletion is completed.

9.2 Using the transaction ZWFA05H – List of generic mail

16. To add an entry, click on New Entries;

17. Fill in the company code and site;

18. Make an entry for each Purchase Org;

19. Add generic user. 

Click when complete.

To remove entries:

20. Highlight the line by clicking on the first column; 

21. Then click the delete button.

Click when complete.

10. Transaction ZWFA05K – Key procurer (Price Discrepancy)

10.1 Scope of transaction ZWFA05K – Key procurer

This transaction controls the routing of Price Discrepancy workcycles for the Operations Specialist.

This table does not require any recurring maintenance (ie. daily, weekly, monthly, etc). It will only need to be updated if the Operations Specialist changes.

Procurement Team leader will advise Data team team if there is a change in who the Operations Specialist is. They will provide the name, phone number and email address of the new person in case Data team needs to set up the user with a workcycle ID.

When the request from the Procurement Team Leader is received, Data team team will check to see if the user has a workcycle ID. If not, they will create a new ID via transaction /COCKPIT/WUM and then update table ZWFA05K with the new workcycle ID and confirm back to the requester when the task has been completed.

The modifications of this transaction can be executed using the macro Workcycle User Exchange.

Operational procedure link of the macro 

10.2 Using the transaction ZWFA05K – Key procurer

When accessing transaction ZWFA05K it is automatically placed in change mode.

To update, navigate to the company codes and change all entries to the workcycle ID of the new Operations Specialist.

22.  To add an entry, click on New Entries;

23. Fill in the company code and site; *Plant and purchasing group are optional. 

24. Fill in the purchasing organization;

25. Add theworkcycle ID of the Operations Specialist.

When done, click on .

11. Transaction ZWFA05G – List of default recipient (Controller)

11.1 Scope of transaction ZWFA05G – List of default recipient (Controller)

For General Expense (3009), Industrial Services (3015) and Transportation Logistics (3016) POs,  if the requisitioner name listed on the PO is not linked to an active workcycle ID, the system will route the workcycle to the controller for that site.

This table does not require any recurring maintenance (ie. daily, weekly, monthly, etc). It will only need to be updated if the Controller for the site changes.

The GBU, plant manager or buyer will advise the Data team if there is a new controller for a site/plant.  They will provide the site ID, name, phone number and email address and who they are replacing.

When the request is received, Data team team will check if the user has a workcycle ID.  If not, create a new ID via transaction /COCKPIT/WUM and then update table ZWFA05G with the new workcycle ID and confirm back to the requester when the task has been completed.

11.2 Using the transaction ZWFA05G – List of default recipient (Controller)

Access the transaction ZWFA05G in WP1_400 – Local system.

To update, navigate to the company codes for the North American zone, and change the entry to the workcycle ID of the new controller.

When done, click on the save button.

26.  To add an entry, click on New Entries;

27. Fill in the company code and site;

28. Default Recipient – workcycle Id of the Controller.

When done, click on .

12. Transaction ZWFA05I – List of procurer

12.1. Scope of transaction ZWFA05I – List of procurer

This transaction controls the routing of Invalid PO workcycles based on the site code populated on the cockpit document.

This table does not require any recurring maintenance (ie. daily, weekly, monthly, etc). It will only need to be updated if the procurer/end user partner changes.

The GBU, plant manager or buyer will advise the Data team team if there is a new procurer/end user partner for a site/plant. They will provide the site ID, name, phone number and email address and who they are replacing.

When the request is received, Data team team will check if the user has a workcycle ID.  If not, create a new ID via transaction /COCKPIT/WUM and then update table ZWFA05I with the new workcycle ID and confirm back to the requester when the task has been completed.

12.2 Steps for ZWFA05I – List of procurer

Access the transaction ZWFA05I in WP1_400 – Local system.

To update, navigate to the company codes for the North America zone, and change the entry to the workcycle ID of the new procurer/end user partner.

When done, click on the save button.

29.  To add an entry, click on New Entries;

30. Fill in the company code and site;

31. Procurer – workcycle Id of the Procurer/End User Partner.

When done, click on .

13. WorkCycle user Administration

13.1 Scope of transaction /COCKPIT/WUM

This transaction /COCKPIT/WUM is used to create, edit, delete and reset passwords for workcycle user IDs for WP1 and PF1_020. This transaction allows people who do not have actual access to SAP, resolve workcycle issues.

Most of the new workcycle IDs are created automatically.  When a user is set up in SRM7, the system also creates a workcycle ID for the user. There is a report sent to a distribution list every Sunday informing new users created the week prior, it lists the user name and workcycle ID. 

• Manual Requests – end user partners can receive requests from a controller, manager or buyer  requesting an employee to be set up with a workcycle ID. They will provide the employee's name and SAP and/or SRM7 user ID. Manual requests can also be received by an AP processor who has an invoice with a valid PO listed and the requester on the PO does not have a WC user ID yet.

• SBS GCC receives requests for password resets - currently they forward them to Data team, in order to have the user’s password reset.

• SRM7 System report – The report will contact the user name and workcycle ID.   Data team team must edit the workcycle user ID and add the phone number, copy the SRM7 ID in the SAP user ID field and assign the ID to the NA zone.

• Manual requests – The workcycle ID is based on the LAN ID for the employee.  Data team team populates all the required fields and creates the new ID.  There is an automated email sent to the employee with the new workcycle ID, initial password and user guide.

• Password resets – Data team team can either use the Initial password button or the change password button to reset the user’s ID. The system will send out an email to the user with the new password information.

13.1.1 Creating a user on /COCKPIT/WUM

*Before creating a new user, check if there isn’t already a login for the requester.

On transaction /Cockpit/wum, click on Workflow Processor, and then press F4

After the search Windows is displayed, press CTRL+F and search if the user already exists (you can use his name, or email)

To create a new workcycle user: 

32. Enter the workcycle user ID on the ‘Workflow processor’ box;

33. Click on ‘Create User’ button. The user needs to be preferably set with the same login number of SU01D. The following fields must be populated:

34. Mandatory information. You can gather that information on SU01D transaction or the option ‘Google Contacts for Solvay’;

35. Click on ‘Customer fields’ 

A new window will appear:

36. Fill in all fields. For Zone, North American users will always be set to NA and Latin American users will always be sent to LA.

When complete click the check button. The system returns to the user uata window.  Click the check button at the bottom to create the new workcycle ID. A confirmation box will appear informing the user name that was created and its initial password (which will also be sent to the email setup on previous steps).

13.1.2 Updating a workcycle user ID

Enter the workcycle user ID in the ‘Workflow processor’ box

37. click on the Change button.

User data window will appear, make the necessary changes and click the check buttons as the updates are complete.

13.1.3 Resetting a user’s password

13.1.3.1 Option 1 (preferably used):

Enter the workcycle user ID in the ‘Workflow processor’ box

38. Click the ‘Initialize Password’ button.  

A warning message will be displayed, click on ‘Y’ (yes) to initialize the password.

The system will confirm the new password and an email will be sent automatically to the user with the new password.

13.1.3.2 Option 2 (Not preferably used)

 This option is not recommended, since the user will need to reset the password itself anyway.

Enter the workcycle user ID in the ‘Workflow processor’ box

39. Press ‘Change password’ button. 

40. On the new pop up: enter the key twice, on “new password” and  then on “repeat password” fields;

Click on the green check mark to accept.

An email will be sent to the user with the new password.

When an employee leaves the company, a notification is sent by HR to a distribution list similar to the image below:

13.1.3 Locking a user 

Upon receiving a Termination notification – check to see if the user has any outstanding workcycles. If yes, please forward to the end user partner for assistance in getting the outstanding workcycles redirected before locking the ID.

Once any outstanding workcycle have been removed from the user's account, proceed with the locking.  

NOTE: The ID should not be deleted, it should only be locked.  If the user ID is deleted, all the user history in cockpit will be deleted as well.

Enter the workcycle user ID in the ‘Workflow processor’ box

40. Click on the ‘Lock’ button. 

After, click on the change button (step 37), and then replace user’s name to “#OBSOLETE#”.

Click on the Green Check Mark to save the changes.

A confirmation at the bottom of the screen informing that the user ID has been locked will be displayed. The ID needs to be locked so that REPETITOR (the automated workcycle program) and AP processors cannot send a workcycle to that user ID.

The reason for changing the User name to OBSOLETE is so that AP, when using the search function for workcycle can tell the difference between a user that has left Solvay (name has been changed to OBSOLETE) and a user whose workcycle ID has been locked due to many failed attempts at entering their workcycle password.   See example below:

Example of the workcycle user ID search function.  Inactivated workcycles users will show as OBSOLETE in the Full Name field.

13.2 Scope of transaction SM30 - Miscellaneous Creditors Approver List

Enter on transaction SM30 and then access the tables:

• PF1_20 -  ZKF_MC_APPR_V

• WP1 - ZWFAV010

For WP1, you can also enter on transaction ZWFA02F to access the Miscellaneous table.

The invoice will be rerouted to a user according its Limit Amount:

Despite the requester might inform the user who will be included on the table, the modifications will be executed only with Company Accounting Manager’s approval. CAM can be found on Legal Entity Card’s Table: 

If the CAM can’t approve the request, the backup will be the Country Accounting Director. Always put François Paulus and Treasury team of NAM/LAM region in copy when you request approval to modify the table:

Treasury NAM: Christiana Madingo

Treasury LAM: Luiz Epifanio

If new entries need to be inserted in the sheet, the amount and currency will be set according the currency of the invoices that will be received:

1. Needs to be marked when inserted on the sheet;

2. Company code which the invoices will be sent to;

3. Sequential number that the flow will follow in order to approve the requests;

4. Currency;

5. It is set as 0,00; 

6. Will be the maximum value of the requests this approver will be able to release;

7. Approval’s cockpit user.

The table will be modified only when the amount or approver needs to be updated.

14. Appendix 

Once most of the prints are showing NAM data, an additional file can be consulted in case of doubts related to LAM tables: Work Cycle user Management and Readsoft Tables - LAM

Shared file with the transactions: 

End of document