Table of contents
Scope
1. Remove the icon(s) when not applicable
2. Add countries when the procedure is for a specific country (optional)
ERP
3. Remove the icon(s) when not applicable
References
4. Add the link to SAP procedures (when it exists)
Attachments
5. Add the link to attachments (to be stored in AODocs or GDrive) or external links
1. Objective and Scope
This document describes the process the link creation between vendor and Company, Purchasing Order, Plant, Partner and PI1 system.
This procedure specifies the role of Vendor Master Data and the systems involved (PF1_020, WP1_400 and PI1_020).
2. General Principals
| Requesters | The requester is responsible for sending these requests to D&A Team mailbox ptp-data.analysis@solvaysbs.freshdesk.com or via Vendor Workflow Request. |
Data Operations 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 Data Team responsibility to check whether all the required information to set up a vendor account was provided. Once the request is completely processed, Data Team has to inform the requester of the completion of the request. |
3. Company code view
The link between a vendor and a company code is performed without approval.
The transaction used is XK02 or FK02.
NOTE: When extending a vendor at accounting level, we take as reference the values by the following order:
- Requester
- Reference company code, that should be added in the "Reference Company code"
- Standard values
Field | Standard Vendors | Miscellaneous Vendors | ||
|---|---|---|---|---|
| PF1 | WP1 | |||
Reconciliation Account | 2300000000 | 40100100 | ||
Sort Key | 009 | 001 | ||
Cash management group | A1 (Domestic) or A2 (Foreign) | - | ||
Release group | ZZZZ | - | ||
Payment Terms | - | Y009 | ||
Check Double Invoices | yes | yes | ||
| Payment Method | 1 (same) or 3 (different country) | V ( | ||
| Payment Terms | ||||
| House Bank | ||||
| Withholding Tax | ||||
3.4 Extending Vendors at company level
SYSTEM: PF1_020 / WP1_400
Enter transaction XK01
Fill in vendor number and company code:
| PF1 | WP1 | |
|---|---|---|
| Recon. Account | 2300000000 | 40100100 |
| Sort Key | 009 | 001 |
| Minority Indic | - | - |
| Cash mgmnt group | A1 Domestic A2 Foreign | - |
| Release Group | ZZZZ | - |
| Payt Terms | - | Y009 (standard) |
| Chk double inv. | yes | yes |
| Payment method | 1 or 3 (same or different countries) | V, T ou Z |
| House Bank | FACT | - |
| 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:
- Requester
- Reference purchasing org., afterwards the requester must be informed about which purchasing org. has been used as reference and with which payment terms/currency.
- No standard values defined
| Note |
|---|
|
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:
- Standard values
| PI1 | |
|---|---|
| Recon. Account | 2300000000 |
| Sort Key | 009 |
| 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
| PF1 | WP1 | PI1 | ***_050 | |
|---|---|---|---|---|
| Message type | Z_CRE_FOCUS | Z_CRE_RCS | Z_CRE_CICC | Z_CRE_ERP |
| Target system | PF1_020 | WP1_400 | PI1_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.