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Scope

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ERP

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References

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Attachments

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1.Objective and Scope

1.1 Objective of this Procedure

This document describes the process to create, modify and extend a new/existing vendor account in PRS, PF1 and RCS environment and describes the roles and responsibilities of each actor in this process.

 

1.2 Scope

This procedure specifies the role of Vendor Master Data (PT D&A) in relation with all Purchasing Agents and SBS Financial Employees.

 

1.3 Abbreviations

AbbreviationDescription
SBSSolvay Business Services
CICCCoordination Internationale des crédits commerciaux
POPurchasing Order
D&AData & Analysis
OAOrdering Address
IPInvoice Presented by
VWFVendor Worflow
MDMaster Data

 

 

2.General Principals

 

RequestersThe requester is responsible for sending these requests to D&A Team mailbox ptp-data.analysis@solvaysbs.freshdesk.com or via VWF.

Data & Anaysis Team

D&A Team is responsible for receiving the request from the requesters and update vendors MD accordingly.

Before proceed with the request, the person who do so must perform all the necessary checks in order to avoid duplicate vendors set up on the system.

It is under D&A Team responsibility to check whether all the required information to set up a vendor account was provided.

Once the request is completely processed, D&A Team has to inform the requester of the completion of the request. 

 

3.Create / Update a vendor manually

3.1 Check necessary before creating an update / creation in PRS Client

 

Transactions in the PRS clientThe PRS client is integrated in the PF1 and RCS System.
Requirements

The mandatory information must be provided on the request;

The checks listed must be performed and if necessary the master data of the vendor has to be updated.

Searching for an existing vendor in PF1

Execute transaction XK03/FK03

Click on the field vendor then click on match code or just press F4


Note: Please have in mind that this is an exceptional procedure, all creations/updates must be done via Vendor Workflow

 

Perform the search using the following order:

VAT

Complete Address

Bank account

If the vendor is not created in our system, you can proceed with the creation. If it is already created check for possible updates and inform the number to requester.

 

3.2 Creating a request for a new master record

3.2.1. Creating vendor centrally using XK01

Enter transaction XK01.

Enter the correct account group (all options can be found by pressing F4, sorted by country and type of vendor) and press ENTER.

 

 

I. Create Vendor: Address (All values must be upper case)

Mandatory fields

Name: Enter the legal name of the vendor;

 

Search Term 1: Always a significant part of the name of the vendor;

Street: Always enter the street name, house number, postal code, city, region and country. More options (such as street 4) can be found by pressing "more fields" button 

Language

Contacts: At least one telephone number and one e-mail address (differente from @solvay.com)

More contacts can be inserted in "other communications" button 

Comments: It should contain the source of the request, ex. Freshdesk Ticket number, VWF number

II. Create Vendor: Control

Mandatory fields

Authorization: It should contain vendor's country initials

VAT Reg. No.: It should be inserted when applicable (EU countries)

More VAT numbers can be added using button , if needed.

III. Create Vendor: Payment Transactions

Bank data: Is only inserted upon supplier's confirmation

 

Partner Bank Type codification:

» EUR1 / EUR2

 » USD1 / USD2

 » ZZZ1 / ZZZ2 ...

IV. Distribution (Extras → Deletion Flags)

General Data: Give transport order to PF1 system

V. Link with RCS vendor (Extra Master Data → Solvay Cross. Reference / Extra Master Data → Others)

Transfer RCS: Insert an "X" in order to transfer all info to RCS system

RCS Vendor Account Group: Select the corresponding Account group, depending from the vendor type.

VI. DUNS Code (Extra Master Data → DUNS)

DUNS direct code: This info can be found in the D&B Website https://solutions.dnb.com/grs/ (Please have in mind that you need to allow the site pop-ups)

Review the entered data and click on 

When the new screen shows up click yes, and the new vendor number will be given on the bottom of the screen.


3.3 Modifying an existing vendor in PRS

  • If the modification has to be done on the General Data of the vendor, it must be done in PRS ad it should be based on a legal document or as per buyers/provisioning request.
  • If the changes will take place on the Company Code and /or Purchasing Organization Level, it mus be done in PF1_020.

3.3.1. Modifying an existing vendor account in PRS

Enter transaction XK02

Fill in vendor number with all general data flags or just press F7

After getting into the vendor's master data screen, DO NOT change anything, only perform the modifications that were requested and justify source of request on comments field.

Once the changes have been made click on 

 

IMPORTANT:

The VAT Reg. No. must never be changed since it changes legal entities. only situation bellow are accepted.

  1. When the vendor was set up without a VAT REg. No., it can be added later on.
  2. When it is clear there has been a typing error.

Any other situation that differs from these ones must be handled differently - a new vendor account has to be set up.

 

3.4 Extending Vendors at company level

SYSTEM: PF1_020 / WP1_400

Enter transaction XK01

Fill in vendor number and company code:

IMPORTANT:

When extending a vendor at accounting level, we take as reference the values by the following order:

  1. Requester
  2. Reference company code, that should be added in the "Reference Company code"
  3. Standard values

 

 PF1WP1
Recon. Account230000000040100100
Sort Key009001
Minority Indic--
Cash mgmnt groupA1 Domestic
A2 Foreign		-
Release GroupZZZZ-
Payt Terms-Y009 (standard)
Chk double inv.yesyes
Payment method1 or 3 (same or different countries)V, T ou Z
House BankFACT-
Clrk´s internet-provided
WH Tax Country(codes need to be provided by the local)-



I. Create Vendor: Accounting information Accounting

Mandatory fields

Recon. account

Sort Key


II. Create Vendor: Payment transactions Accounting 

Mandatory fields

Payt Terms

Chk double inv.

Payment methods

House Bank

3.5 Extending vendors at Purchasing Org. Level

SYSTEM: PF1_020 / WP1_400

Enter transaction MK01

Fill in vendor number and purchasing org.:

IMPORTANT:

When extending a vendor at purchasing level, we take as reference the values by the following order:

  1. Requester
  2. Reference purchasing org., afterwards the requester must be informed about which purchasing org. has been used as reference and with which payment terms/currency.
  3. No standard values defined
Note
  • If is the first purchase org. or if the payment terms are different from the ones inserted in the existing purchase org., Panel Manager approval is required
  • The PM List by segment code can be found in the PtP Portal


I. Create Vendor: Purchasing Data

Mandatory fields

Order currency

Terms of payment

Incoterms (only for WP1)

GR-Based Inv. Verif. flag

Acknowledgment Reqd flag

Automatic purchasing Reqd flag

 

3.6 Block/Mark a vendor for deletion


  • In Case Vendor Block/Mark at General Level and if Duplicity/Replacement Vendor is identify:
  • Vendor name should be adapted to #USE VENDOR CODE#
  • Search Term should be adapted to ****
  • Remove Bank Accounts

Enter transaction XK02

Fill in vendor number with all general data flags or just press F7

 


 

Extras → Block Data

  • Flag all the fields and select block reason 02 (Block request and purchase order), in order to be possible to create new receptions for old PO's created for this vendor.

Extras → Block Data

  • Flag field Deletion Flag - All areas
  • Deletion blocks is just to give transport order to PF1 system, if already flagged, leave it, if not do not flagged it. 

3.7 Extending Vendors in PI1

3.7.1. Extending to the company level

SYSTEM: PI1

Enter transaction XK01

Fill in vendor number and CICC company code 0231:

 

  1. Standard values
 PI1
Recon. Account2300000000
Sort Key009
Minority Indic-
Cash mgmnt group-
Release Group-
Payt Terms-
Chk double inv.yes
Payment method=6
House Bank-
Clrk´s internet-
WH Tax Country-

 

3.8 Email added in PI1 for payment advices

  • The information should be provided directly by supplier or by Help Desk Team.

3.8.1. Payment Advices

Enter transaction FK02

Fill in vendor number with a flag on Correspondence and enter:

 

The email address provided should be added to field Clrk's internet

 

IMPORTANT:

Is possible to add more than one email address, they should be separated by a blank space. 

 

Once the changes have been made click on 

 

3.9 Create an Address Vendor (OA/F9)

3.9.1. OA - Ordering Address

This kind of vendors are mostly used to send POs and are normally requested by POC Team, in order to be added to Main Vendor at Purchasing Org. Level.

An OA vendor is an exact copy of the main vendor, but with a different email address (some times could be possible to have the need to create an OA with the same email address for contract purposes)

Open two SAP sessions, in the first one enter transaction XK02 with the main vendor and in the other enter transaction XK01.

Enter the correct account group (all options can be found by pressing F4, sorted by country and type of vendor), the account group should be for the same country as the main vendor but should mention Address

Copy all info and add the new email address.

Don't forget to transfer the vendor to the respective SAP System (PF1/WP1) and add OA in Search Term 2 

Afterwards the OA should be added to the Main Vendor at Purchasing org. Level (always provided by the requester)

 

In transaction MK02 (PF1/WP1) flag option Partner Functions and add update the OA with the new number:

Once the changes have been made click on 

3.9.2. F9 - Vend.Inv. Recipient

This kind of vendors are used for Selfbilling purposes and are normally requested by Selfbilling Team or directly by the locals.

An F9 vendor is an exact copy of the main vendor, but with a different email address.

Open two SAP sessions, in the first one enter transaction XK02 with the main vendor and in the other enter transaction XK01.

Enter the correct account group (all options can be found by pressing F4, sorted by country and type of vendor), the account group selected should be for the same country as the main vendor but should mention Address

Copy all info and add the new email address.

Don't forget to transfer the vendor to the respective SAP System (PF1/WP1)

Afterwards the request should be transferred to Materials Team in order to check the contracts and they will them transfer the Ticket to PTP AP Fileupload in order to set this new vendor for Selfbilling.

 

4. Transfer the information from PRS to other systems manually

Enter transaction BD14

Mandatory fields

Account number of vendor

Message type

Target system


 PF1WP1PI1***_050
Message typeZ_CRE_FOCUSZ_CRE_RCSZ_CRE_CICCZ_CRE_ERP
Target systemPF1_020WP1_400PI1_020***_050

 

Execute

Two messages should appear:

  • 1 master IDocs set up for message type...
  • 1 communication IDoc(s) generated for message type...

If one of this messages gives 0 instead of 1, something is wrong with the vendor.

 

Enter transaction BD87


Don't add any info and execute

Click on the arrow of the yellow sign, than click on the message type that you have used in BD14 (don't open, just click once) and execute

The information should be sent to the target system (PF1 / WP1 / PI1)

Go to the target system and do the BD87 again directly on PF1 or WP1 (we don't have access to do it in PI1)

The information should now be available in production.