1. Objective and Scope 

1.1 Objective of this Procedure

The purpose of this procedure is to describe the steps to create  physical vendors, also known as Vendor as Employee. 

1.2 Scope

This OP explains the steps required for the creation and maintenance of a Physical Vendors. The procedure describes the process to create and modify MX employees for company codes 5720 and 5726 in PF1, and for BR employees in WP1 (modification and creating non concur vendors as well). If the employee is external (third employee), the creation process remains the same as the standard one.

2. Reference Documents

Vendor Master Data Creation and Maintenance - Data Operations OP

3. Definitions

4. Creating an Employee as Physical Vendor for Mexico

4.1 Definition

Physical accounts are created for expenses of  Solvay employees in Mexico. 

The information should be received via FreshDesk ticket and it’s handled by Data Team. 

4.2 Creating a new Employee as Vendor

Before creating the employee, check for duplicates with the same details, registered in the system.

4.2.1 Initial screen - XK01 transaction

Enter the transaction XK01 in PF1_020 - always created in local system.

1.  Vendor: Starts with P + the User ID number - the work number that identifies each employee to be written immediately after P. (The User number should be provided by requester).

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 (P12345678).

2. Company Code: Must be provided by the requester.

3.  Account group: Always use the Account group “ZZPE”: Personnel for Expense Account.

Press Enter

4.2.2 Address data

4.  Name: The  name of the Physical Vendor (in the original language) should be copied from requesters’ template.

5.  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.

6. Street address: Employee’s street address should be provided by requester.

7. Country and Region: Region of the company where the employee is located.

8. Time Zone: Information automatically filled by SAP.

Press Enter.

4.2.3 Control information

9. Authorization: fill in with ‘HQ’ (headquarters);

10. Sole Proprietor: Denotes a natural person. Flag the box;

11. Tax Number 3: Must be filled with the CURP: Clave Única de Registro de Población is the person's identification number in MX and is composed by 18 digits.

Press Enter.

4.2.4 Payment transactions information 

The bank data information is filled following the same steps as for standard vendors. (Check OP Vendor Master Data Creation and Maintenance).

Press Enter

4.2.5 Accounting information:

12. Reconciliation Account: Specific Reconciliation G/L account number: 2486010000

13. Sort Key: Sorting Codification key for Accounting info: 002

14. Personnel number: Reference data related with the Physical Vendors own identification. Use always the USER ID.

Press Enter

4.2.6 Payment Transactions accounting information

15.   Chk double inv.: Flag the box. This field avoids double payments for the same vendor, with the same reference document.

16.  Payment Methods: 1 for Banamex; Z for Other banks; 4 for Checks. 

Press enter and Save the creation: 

5. Managing Employees’ Data for Brazil (Account Group Z012) 

5.1 Definition

The requests for new employees creations are not received by forms or VWF, all information is already executed in an HR automatic process, so a new vendor code is created. Our responsibility is just review and update some information related to their general/company code data, considering that creations should be generated automatically by HR. 

PS:  In urgent situations - where the vendor number is not being created by system - the Data team is allowed to create the employee manually, with HR’s approval. Before creation, we must make sure employee is not already recorded under another account with the same name/per number in system.

Z012 is the account group used specifically for employees’ creation in SAP.

Some of employee’s data is updated in SAP according  by the automatic batch, made by HR. For example, the bank account BRL1 (salary account) might overlaid a bank account which is insert only on SAP.

If the employee is external (third employee), the creation process remains the same as the standard one.

5.2 Employee’s General data

As informed on the previous topic, employee’s creation is made automatically for brazilian records, though some modifications are made by Data Operations LAM/NAM, such as updating general data, changing bank details. The Data team is also in charge of performing mass upload changes, such as the one of Concur project. 

Attention point! Personnel Number: located in ‘Search term 1/ 2’

It is employee’s HR identification number, which is used to establish a link between SAP vendor master data and concur system. Two vendors are not supposed to have the same personnel number, in these cases they might be duped.   

Pattern: E + User ID             

5.3 Employee’s bank details:

We can only update employee’s bank details when the information comes from the employee itself OR the HR department. 

BRL1 - Obligatory - Must be vendor’s salary account - It is set as the main one to receive AP bank transfers. 

BRL2 - Not obligatory - Can be another personal account from the employee. 

For information on how to insert bank details check OP Vendor Master Data Creation and Maintenance - Brazilian accounts.

5.4 Employee on Company code Level

Employee’s personnel number must also be available at company code level:

17. Reconciliation Account: Specific Reconciliation G/L account number: 42900300

18. Cash Mgmnt Group: A5

19. Sort Key: Sorting Codification key for Accounting info: 001

20. Prev. acct no: Reference data related with the Physical Vendors own identification. Use always the USER ID.

21. Personnel number: Reference data related with the Physical Vendors own identification. Use always the USER ID.

Note: An employee is not supposed to be available to 2 different company codes. It might happen just in some exceptions, such as expatriate cases.

5.5 Manual check: SM35 procedure

This transaction shows all employees created and its status on the system. 

The employee number is automatically created and informed in the folder which Data team executes daily, following the procedure described below.

Access the transaction SM35 in WP1_400 – Local system. 

22. Insert the code *ZWFAI005C0 and press Enter.
23. The Symbol indicates that an error occurred.  The symbol indicates that the job ran without any error.

24. Select the first line, if it is the one presenting errors, and process it. A line should not be processed if there are already green batches above it. It Indicates that other batches were generated with the same error, and been already processed before.

After the red line is selected, an additional screen is opened:

24/ 25.  Select the options Display errors only and Dynpro standard size, then Process.

The next screen presents the Employee Payment transactions information, where the error occurred, due to some missing information.

*Usually the errors are related to a bank key which is not registered yet, if so: 

26.  Access bank data and insert the bank name according to the bank key. 

Only 3 banks are used by Solvay BR (Rhodia) to make payments to employees:

0019 – Banco do Brasil

2372 – Banco Bradesco

3417 – Banco Itaú

27. Insert the city of the bank – Always São Paulo.

28. Save the information filled.

An additional screen is opened:

29. After clicking on Session Overview, the system returns to the initial screen with status Processed.

6. Non-Concur Employees for Travel & Expenses

The Non-Concur employees will be created manually by data team. These requests must come via Freshdesk ticket from the T&E team.

6.1 Non concur employees for WP1 system 

6.1.1 General data

Go to XK01 transaction: 

30. Fill in the account group with Z012. 

Press enter. 

31. Name: Insert vendor’s full name, maximum of 35 charact. per line.

32. Search term: must be filled Employee’s number (if provided on the form. Ex: E63044915). If it is not provided on the form, the field can be completed with Employee’s name (must contain only the first 10 characters).

33. Street/House number/Postal Code/ City, Country and Region: Provided on the form.

34. Language: Must be filled according to Employee’s country

35. Comments: must be completed with request number, where the form was sent.

Note: contact information is not mandatory, but if informed, please fill it in.

Press enter. 

On tab ‘Control’: 

36. Tax number: If a tax number is provided, insert it here; 

37. Flag the field “Natural Person”. 

Press enter.

On tab ‘Payment transactions’: 

Bank details must be added, respecting the bank criteria of the country it belongs.

Save. 

6.1.2 Company code data

After the General data is created, vendor must be extended to Company code (the CC number will be provided by requester). 

On XK01 transaction, fill in vendor # and the company code to be extended.  

Tab 'Accounting information’

38. Reccon. account: 42900300

39. Sort key: 001

40. Personal number: fill in with employee’s number (provided on the form).

Tab ‘Payment transactions’

41. Payt terms: 0152;

42. Chk double invoice: flag!

43. Payment methods: Q. 

Next tab is ‘Correspondence account’, you can just pass through this one. 

Tab ‘Withholding tax accounting’: 

44. WH tax country: US;

45. Wth. t. type: 99 (no posting);

46. W/ tax code: 00.

Save. 

6.2 Non concur employees for PF1 system 

6.2.1 General data

For PF1, we will provide the system with the employee number: 

On XK01 transaction: 

47. Vendor: fill in with P98+the user ID provided on the form: P9863034671. If there is no UserID, add the name: Anee Marie > P98AMarie

48. Account group: fill in with ZZPE

Press enter. 

49. Name: Insert vendor’s full name, maximum of 35 charact. per line.

50. Search term 1/2: must be filled employee’s name (only the first 10 characters) / must be filled employee’s number.

51. Street/House number/Postal Code/ City, Country and Region: Provided on the form.

52. Language: Must be filled according to Employee’s country

53. Comments: must be completed with request number, where the form was sent.

Note: contact information is not mandatory, but if informed, please fill it in.

Press enter. 

Tab ‘Control’: 

54. Tax number: If a tax number is provided, insert it here; 

55. Flag the field “Sole Proprietr”. 

On tab ‘Payment transactions’: 

Bank details must be added, respecting the bank criteria of the country it belongs.

Save. 

6.2.2 Company code data

After the General data is created, vendor must be extended to Company code (the CC number will be provided by requester). 

On XK01 transaction, fill in vendor # and the company code to be extended.  

Tab 'Accounting information’

56. Reccon. account: 2486010000

39. Sort key: 002

40. Personal number: fill in with employee’s number (provided on the form).

Tab ‘Payment transactions’

42. Chk double invoice: flag!

43. Payment methods: Q. 

Next tab is ‘Correspondence account’, you can just pass through this one. 

Save. 

Appendix 

N/A

End of the document.