Purpose

This work instruction describes the process for creating a new Customer Master Data record in SAP PE1 – client 300. It covers the Companies and Sales Organizations listed in Appendix 1 – Company Codes and Sales Organizations in SAP PE1 – client 300.

It excludes full process of the set-up of Intercompany customers that needs to be covered by a separate process description and Work Instruction. Nevertheless values to be entered in the fields for Intercompany Customer are indicated in this document.

Process Flow

Process description

Every request for a customer setup or maintenance should be requested through Freshdesk ticketing system. 

1. SAP Customer Master Account Groups

The following are the Number ranges defined in the system for different Account groups:

The Account Group field is a high-level grouping which defines the primary use of a customer. The account group selection drives certain aspects of system processing, master view layout and field acces

Different Customer Account Groups require different set of Views to be maintained. Use the recommended transactions and/or ensure to leave empty Company Code and/or Sales Area Data as per the table below:

Most commonly used transaction codes for Customer Master data:

2. Company codes and Sales organizations

The following are the Company codes and Sales organizations defined in the system for different type Account groups:

 Company code and Sales organization view for ZSLD, ZPYR and ZINC accounts always will have the same code. Meaning, if new creation request is for sales organization is 1237, then the corresponding company code will be 1237.

3.  Approvers list

4. Check for request completeness

1. Check completeness of the Customer template – have all mandatory fields been completed?
   All mandatory fields are highlighted in orange on the template, they may vary by type of customer to be set up.
2. Check if all necessary documentation is provided according to Request requirements.
3. Check for duplicates as described in § Check for potentially already existing customer.
4. Check if Registration number is valid and match customer name. See Validation steps and rules according to the country where customer is located.
5. Trade Beam check - perform the restricted party screening as described in Validation steps and rules.

5. Check for potentially already existing customer

Transaction XD03 – Display Customer (Centrally)

• Initiate Search
• Search for potential already existing customer on following fields :
• VAT (when applicable)
• Name
• Postal code, Country

Remark: wild card = *

• If identical customer is found for another Company Code and/or Sales Area, it needs to be extended to the requested Company Code and/or Sales Area. Go to section Extending customer to Company Code and/or Sales Area for additional detailed instructions.

• If an existing customer is found, but there is a slight difference in requested data: return to the requester to validate the non-equal data and decide on further actions

• If no potential duplicate is found, proceed with the request .

Customer creation 

Please see section Customer Master Account Groups for more details on Customer Master Account Groups, Views to be created for each account group and Transactions to be used.

Initial screen

Account group: the requested account group to be selected.
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.
Company Code and Sales Organization: to be filled if necessary with areas for which the customer has to be opened, see list of Company Codes and Sales organizations. Provided by the requester.
Distribution channel: always “00” – Cytec Distribution
Division: “IM” for Industrial Materials Customers; “AM” for Aerospace Materials Customers. Provided by the requester.

Reference: not used. This section can be used to refer to an existing partner to be used as reference. The fields copied are all Company Code data fields; Sales, Shipping and Billing Document tab fields in Sales Area data. Tax information values are not copied.

Hit Enter or green checkbox button to proceed to next screen.

General data

Customer general data view consists of: 

Information populated in fields shown above will be shared for all open sales organizations of a particular account number. Meaning, if you update address in sales organization 1237, IM division, it will be updated also for any other active sales organization, not only for the selected sales area. 

Address

For name and address setup, abbreviate as follows (if applicable): 

Name:                                     Legal name of the customer. In this line the name should not be longer than 40 characters. If the name exceeds 40 characters, second line (it is field Name 2) is to be used for next 40 characters. Do not use commas or any special symbols in the name (except for the ‘&’ sign if specifically requested). If the VAT validates with a name different from the template, go back to the requester and verify which name should be used. NOTE! Name 1 and Name 2 fields are printed on documents and labels – try to accommodate all name info in those 2 fields. Name 3 field should be populated for non-trade customer accounts indicating (NON-TRADE ACCOUNT)            

Search term 1:                     should capture the “essence” of the customer name:

• Suppress any business entity types, such as “Corporation”, “Company”, “Co”, “SRL”, “GMBH” etc.
• Don’t use any special characters - dots/hyphens/commas etc.
• Suppress eventual first name if this is a person (only use the last name)
• If the name contains initials, put a space after each initial (e.g. EPC POWDER should read as E P C POWDER)
• If the name contains more than one word, populate as much as it fits (even if the last word fits only partially)

Search Term 2:                     This field is used to capture customer's 'doing business as' name, starts with 'DBA'. NOTE! Information entered in Search Term 2 field is not printed on documents, therefore to make DBA information visible for document users it may be copied to Name 2 field.

c/o                                           'Care of' / 'Attention to' name (if applicable). Part of the address if the recipient is different from the occupant and the names are not similar. Starts with "C/O" or "FAO", else blank. NOTE! Information entered in c/o field is not printed on documents, therefore to make this information visible for document users it may be copied to Name 2 field.

Street:                                     Main field for street address of customer, max 35 characters to be filled in this field If street address exceeds 35 characters, Street 2 field to be populated with the remaining information. Fields Street and Street2 are usually printed on documents. Street 3 is additional address field for street name to fulfill the requirement for lengthy street address, however note that it is not printed on most of documents. NOTE! House number field is not to be used!

Postal Code:                         Postal code / ZIP code as part of the address. SAP provides standard postal code format checks depending on the country maintained.

City:                                         City name as part of the address. For some countries SAP may overwrite the City name with a value depending on Postal Code.

Country:                                 Country key contains information which the system uses to check entries such as the length of the postal code or bank account number. The two-character ISO code is used.

Region:                                   State / Province / County. Choose according to the City, should always be populated for US and Canada and optional for other countries.

Transportation Zone:       Used to determine regional zone for recipient of the goods; customer country and postal code determines a Transportation zone to be assigned to a customer. Select Transportation Zone from available entries. If a corresponding Transportation Zone does not exist, creation of it has to be requested via HelpDesk assigned to COE_SD.

                                                  Applicable for ZSLD, ZSHP, ZRET, ZINC

Language:                             Thrint de language key indicates the language in which you display and enter text, and pocuments. Customer Master Records to be maintained in English (EN) only for Cytec.

Telephone:                            Telephone number, consisting of dialing code and number, but without the country code as it is being picked automatically based on the country entered as part of the address. If more than one telephone number is maintained for an address, the first telephone number is marked as the standard number. Press Other Telephone Numbers button to maintain more numbers:

If the country code of the telephone number is different from the country in the address, it can be changed in the pop up “Maintain Telephone Number”:

Mobile:                                  Mobile telephone number, consisting of dialing code and number, but without the country code.

Fax:                                          Fax number, consisting of dialing code and number, but without the country code.

E-Mail:                                   Use to capture general customer email address – solely for the purpose of contacting customers (will not drive any functionality – no documents will be sent to this address).

*For Italian customers PEC email must be added.

• PEC email can be found here: https://www.inipec.gov.it/cerca-pec/-/pecs/companies?p_p_auth=GE2gJ00T&_1_WAR_searchpecsportlet_mvcPath=%2Fsearch_pecs%2Fview.jsp

Codice fiscale: the same as VAT number but without country code.

StandardComm.Mtd:       Standard Communication Method for documents. Choose between “E-mail” and “Fax”. E-mail is the preferred Standard Communication method with customers for Cytec.

Law 205/2017 in Italy states that from 1st of Jan 2019 all invoices issued by Italian companies must use the electronic format. The e-invoices use a special XML format and work with the SDI, Serial Digital Interface, directly connected with the Italian Tax Agency. Alternatively, when the SDI is not provided by the customer, the e-invoice is sent out using a Certified E-mail, the PEC (Posta Elettronica Certificata).

DMO have to add Tax number 4 (SDI number) or add PEC email to general data. SAP will send e-invoices with SDI as priority, but if this field is missing, will use the PEC.

If for some reason you receive Tax number 4 and PEC email for the same customer account, add both.

PEC emails are set up in Address screen - Communication area - E-mail as follows:

5.3.2. Control Data (visible for ZSLD, ZSHP, ZPYR, ZBTP, ZRET, ZPRS, ZPAR, ZINC)

Vendor:                                  This field will be used only if the customer is also used as vendor. Usually ZINC (Intercompany) and ZRET (Returns Vendor) customers have this field maintained.

Trading Partner:                 This field is visible and is mandatory for Intercompany customers only. The trading partner is the same as the company code to which the customer belongs.

Tax Number 1:                     Country Specific Tax Numbers to be maintained (e.g. SIRET Codes for France, fiscal number for Italy, etc.).

Tax Number 2:                     Country Specific Tax Numbers to be maintained if applicable (e.g. SIREN Codes for France).

Tax Number 4:                   SDI number must be added as Tax number 4. Mandatory for all customers located in Italy.

VAT Reg. No.:                      VAT registration number of the customer, it is used within the EU for tax-exempt deliveries for the "EC sales list". The check rules are defined for each EU country and cannot be changed. European customers (Sold-to and Payer)without VAT registration number provided should be blocked for further transactions – Order Block “10 – Missing VAT numbers” should be assigned, go to section Blocking customer for detailed instructions.

                                                  *this field is optional for ZSHIP & ZBTP

5.3.3. Payment Transactions (visible for ZSLD, ZSHP, ZPYR, ZINC, ZCOM)

Payment Transactions tab is used for maintaining customer’s bank account information. In most cases customer banking details are not manually added into Customer Master data at moment of setup as they are being added automatically by a program extracting data from incoming payments. However in some special cases Accounts Receivable can submit a request to add banking details.

Prior of making any amendments in system VALIDATE bank details (IBAN/ Routing #)

• for direct debit customers –RIBA payments in Italy (NOTE! Payment method “Z – Customer Payments” to be used in this case.)
• for customers to be refunded (NOTE! Payment method “W – International Wire”  or as indicated in request to be added in this case.)

Ctry:                                         Enter country code of the bank.

Bank Key                                Bank key / Sort code for UK / ABA for US / CSA for Canada.

Bank Account:                     Enter bank account number.

Bk.typ:                                    Sequential number of bank account, set “0001” for default banking details, for the others “0002”, “0003”, etc.

After entering EU banking details, press IBAN button to create the bank account in IBAN format, check correctness of IBAN and press Continue or Enter. For US (or other countries) bank details can be checked by pressing Bank Data… button. NOTE! Do not change SWIFT code for banks already existing in SAP.

Swift Code or BIC is used ONLY for International Wire Transfers. If you are doing only domestic payments then you only need ABA or routing number of bank instead of swift code. Some International wires require an IBAN number, but bank accounts in the USA do not have an IBAN. However, you need to provide ABA Routing Number and your Account Number along with Swift Code of bank to initiate International wire transfer.

Europe: The registrations of Swift Codes are handled by Society for Worldwide Interbank Financial Telecommunication (“SWIFT”). Swift Code is a standard format of Bank Identifier Codes (BIC) and it is a unique identification code for a particular bank. The Swift code consists of 8 or 11 characters:

• First 4 characters - bank code (only letters)
• Next 2 characters - ISO 3166-1 alpha-2 country code (only letters)
• Next 2 characters - location code (letters and digits) (passive participant will have "1" in the second character)
• Last 3 characters - branch code, optional ('XXX' for primary office) (letters and digits)

America: An ABA number (or RTN - Routing Transit Numbers) is a code that identifies your bank. This code helps other banks transfer money to and from your account; it is similar to an address which tells everybody where to find your account. “ABA” is used because the American Bankers Association (ABA) assigns the numbers to banks. It is usually nine digit number.

5.3.4. Marketing (visible for ZSLD, ZSHP, ZRET, ZPRS, ZINC)

Customer Classification:             This field is used for Customer categorization, it is optional. Possible values are “01 – Strategic Cust.” and “02 – Non-strategic Cust.”

5.3.5. Extras -> Additional Data

screenshot 

Parent:                                   Maintain this field with parent to which the customer belongs. Based on the value assigned, this field will be used in sales summary reports to get an overview of the consolidated sales across different customers belonging to the same hierarchy.

If a corresponding Parent entry does not exist, creation of it has to be requested via HelpDesk.

NOTE! The Parent field is not yet used for Industrial Materials.

Condition grp 1:                 Maintain this field with information for all Mondovi Sold-to (ZSLD) customers located in Italy – if customer is liable to pay packaging industry waste disposal (CONAI) charges.

Condition grp 2:                 In case Condition grp 1 has value “S1 – Partial Exemption”, maintain this field with the percentage of weight for which customer has to pay CONAI charges.

5.3.6. Unloading Points (visible for ZSLD, ZSHP, ZINC)

Unloading Point:               Always “carrier”

Calendar key:                      “ZZ” – Customer will accept deliveries only on normal workdays (Monday thru Friday). Default value for customers.

                                                  “Z2” - Customer will accept deliveries seven days a week. If requested.

5.3.7. Contact Person