Table of contents

Objective and Scope

This procedure explains the steps required for the creation of a Employee. The scope is the customer in local: PF1_020 and/or WP1_400.

The creation of a Physical Vendor is related to the creation of specific Solvay members (employees) in the system, namely due to Expense Reports or Credit Card holders.

It is used for Solvay members to have cash available for using in different company related events.

Countries and companies concerned are:  

PF1 – Bulgaria (3438 and 5735); Saudi Arabia (6275): Switzerland (0125)

WP1 – Poland (7531 and 6268); Netherlands (6301); Butachimie (ZFR9)* exceptional support during TSA agreement only (2018)

PF1 / WP1 - Non Concur (worldwide)

Employee number structure

General Data

Physical accounts are created for expenses of a Solvay member (employee).

This information will arrive to the mailbox of Data & Analysis ( ptp-data.analysis@solvaysbs.freshdesk.com ) with a form appropriately filled-in:

• For Bulgaria
• For the other countries

Manual creation

Enter transaction XK01.

Account groups: ZZPE for PF1 and Z012 for WP1.

• Bulgaria Vendor: Always start with P9800 + the User ID number (this is the work number that each employee to be written immediately after P9800;
• Saudi Arabia and Switzerland Vendor: P98 + User ID;
• The number is sequential in WP1;

The person who sends you a request for creation of vendor, always provides the following information: 

• Name of the vendor  
• The Physical Vendors’ Solvay company user ID number    

Tab Address:

Name: The names of the Physical Vendor should be copied from the requesters email to this field 
Search Term: Last Name of Employee for PF1 and WP1
Search Term 2: User ID, when applicable. Preferably, it should always be entered. 
Postal Code : It is always the same address data as of the PF1 company or it is provided. 
City: It is always the same address data as of the company or it is provided. 
Language: Changed according to the origin of the Physical Vendors' origin/location

Tab Control:

Sole Proprietr.: Check this box "Sole Proprietor". "Tax Number 1" is a unified personal number of a person but not a tax number of an entity and can also be provided and to be entered, when so. 
Once the information is entered, click Enter

Tab Payment transactions:

Bank data is provided by requester.

Once the information is entered, click Enter

Company view

Enter transaction XK01.

Data to be filled in each field should be done according to following matrix:

*if not available at company code to be extended, just pick one code with 3 days delay. Note that payment terms YXXX are purchasing scope, therefore N/A

**if not available at company code to be extended, just pick the standard payment method Z

Once the information is entered, click Enter until the end and Save

Employees non concur

Line Manager should approve employee creation and send his approval to Travel & Expenses mailbox  (travel.expense@solvay.com) with the template filled in and bank account information.

If the information is sent directly by the employee we can accept it if the Line Manager is in Cc.

Data to be filled in each field should be done according to following matrix:

**if not available at company code to be extended, just pick the standard payment method 1 (PF1) Z (WP1)