1 OBJECTIVE AND SCOPE

1.1. Objective of this Procedure

This document's objective is to provide a guide to managing Material master data for ZPRC and ZMAT – Raw Material.
This document is a complement to Standard Operating Procedure "Article Creation and Management", adapting the process to ZPRC, ZMAT, ZVER and ZUNB Material master data management for GBU Technology Solutions (Legacy Cytec organization).
Material Master Data management process includes creation and modification of the material as well as its inactivation and flagging for deletion. Creation of Basic Data, Classification, Sales general/plant, Foreign Trade, Purchasing, General, Plant Storage and Label Data Views will be presented in this procedure. Management of MRP, Work Scheduling, Quality Management, Accounting and Costing Views is being performed by Process Teams.
Requests of Material Master creation or maintenance can be performed by approved requestors listed in Appendix 2 - List of contacts.
All requests are sent to Master Data via Freshdesk or alternatively by e-mail. Common e-mail address of Riga SBS Data Management team: datamanage@solvay.com
Request form for materials should usually be attached to MOC Gensuite web page under MOC ID provided by requester.
The referral lists mentioned in this procedure, such as Purchasing Groups and Profit Center List are embedded in the TS SAP Material request form file.

1.2. Scope

Under Riga SBS Data Management's scope is the management of ZPRC, ZMAT, ZVER and ZUNB materials for GBU Technology Solutions (legacy Cytec) sites in WP1 SAP system. Management of ZERS materials is described in a separate procedure. Riga SBS Data Management can create and extend ZDIE materials if requested so by Finance.

Material Type

Description

Division

ZMAT

Finished Goods
Semi-finished Goods
Raw Materials

Multiple
Multiple
KV

ZPRC

Commercial Products

N/A

ZVER

Packaging

WD

ZUNB

Stocked and non-valuated materials

WD (for packaging)

ZDIE

Services

Multiple

1.3. Abbreviations

Abbr.

Description

Abbr.

Description

RCS

Rhodia Core System

SBS

Solvay Business Services

ZMAT

Finished product, semi-finished product, raw material

HSE

Health, Safety and Environment

ZVER

Packaging

DG

Dangerous goods

ZUNB

Stocked and not valuated material

MRP

Material Resource Planning

ZDIE

Service

UoM

Unit of Measure

ZPRC

Commercial Product

 

 


1.4. Roles and responsibilities

ZMAT – Raw Material setup can be performed only once MOC-ID and ZPRC code are available.
Prior to submitting a new ZMAT request, it is the requester´s responsibility to ensure the material does not exist in SAP already, so no duplicates are created in the system. If the material was not found, the TS SAP Material request form must be filled and submitted to Data Management for material master setup in SAP. A second search in the system is performed by the Data Management team to ensure no duplicates are created.

2 STANDARD OPERATING PROCEDURE DESCRIPTION

2.1. Creation of material in RCS

2.1.1. Pre-requisites

Raw Material setup can be performed only once MOC-ID and ZPRC available.
In all cases when MOC-ID is missing Lindsay Schramm and HazCom team should be contacted to clarify whether raw material code can be set up without this information.
Prior to material creation in the system search is performed by the Data Management team to ensure no duplicates are created.

2.1.1.1. Accessing MOC Gensuite Portal

ZPRC and PRCO can be found validating MOC in Gensuite Portal.

User: data.manage@solvay.com
Password: Solvay123
Once you access the MOC Portal, please:


In this step:




Important documents and information to be observed in the MOC:
Screening Questions






Attachments
In this section you will find the additional documents to be used in the raw material creation


2.1.1.2 Checking for duplicates

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Main activities

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1

Enter transaction MM03

T-code can be entered directly in Command field. T-code can be saved in Favorites.

Full path: Logistics -> Materials Management -> Material master -> Material -> Display

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2

Press multiple choice button to receive pop-up window with search options for material master

 

 

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3

Click on to open the menu

 

 

4

Select the option 'Material Number/Material Description' and/or 'Materials by Commercial Product (PRCOM)'

Field 'Old material number' can be used to look up material by BPCS Code (temporarily).
Field 'Old material number' contains MSDS number for ZPRC materials (temporarily).
Other search options can be useful as well.

 


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5

Run a search in Material Description

Use Wildcards to best describe

Open the material request form, copy the short text from the requested material and run a search in Material description with wildcards.

6

Hit Enter

 

 

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7

Verify entries found – compare results with the material's "short description" mentioned in the request form. If you have doubts about the material already created, contact the Requester to clarify.

 

If result points to or if the Requester mentions a new article need to be created then proceed with the creation.

 2.1.2. Creation of material

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8

Enter transaction MM01

T-code can be entered directly in Command field. T-code can be saved in Favorites.

Full path: Logistics -> Materials Management -> Material master -> Material -> Create (General)


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9

Enter Industry Sector

 

Always choose "Chemical Industry"

10

Enter Material Type

 

Select the material type indicated in the request form

11

Copy from… Material

Option to copy data from an existing material can be useful in some cases.

 

12

Hit Enter

 

 


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13

Select Views to be created

Creation of views can be performed all at once or in separate steps

Select Basic Data 1 & 2, Classification, Sales: General /Plant Data, Foreign Trade: Export Data, Purchasing, Foreign Trade: Import Data, General plant Data / Storage 1, General plant Data / Storage 2, Label Data

List of single Storage locations can be found in Appendix 4.

Sales Organization and Distribution Channel should not be filled by creation. However, can be requested to be completed by requestor if material will have stock transfer from one plant to another (Intercompany only).

NOTE! Warehouse Management 1 & 2 Views to be created and warehouse number added (in brackets) for warehouse managed plants only:
8520 (077), 8521 (054), 8522 (076), 8712 (C26), 8636 (K19) – by default.
For 8359 - only if requested.

14

Hit Enter

Use Default Setting button to save your selections for future creations

 


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15

Fill in Organizational Levels

Fill Plant as indicated in request form and add Storage Location. Appendix 4 - List of Single Storage Locations.

Sales Organization and Distribution Channel should not be filled by material creation but can be requested upon plant extension.

Storage location should be added for plants when only one option is available

16

Hit Enter

 

 


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17

Enter Material Description

Check the request form for "SHORT DESCRIPTION". It is used for search and restricted to 40 characters. If the information does not fit on this field, then the complete description should be added on the basic data text.

Should match ZPRC record provided by HazCom Team. Preferably the chemical designation (and not a formula/Brand name) followed by the Net weight and the type of packaging associated with the material.
i.e.: CARBON DIOXID 99% 25KG CYL (chemical description + concentration + net weight + packaging type). Should be always in uppercase.

18

Enter Base Unit of Measure

 

Always KG

19

Enter Material Group

 

Always 0451

20

Enter Division

 

Always KV

21

Enter General Item Category Group

 

Always NORM

22

Enter Gross Weight

Check the request form

Proportion of Gross weight to Net weight to be entered (Net = 1)
i.e. 25 KG Gross and 20 KG Net => 1.25 Gross and 1 Net in SAP
Bulk – Always 1

23

Enter Net Weight

 

Always 1

24

Enter UoM for Weight

 

Always KG

25

Enter Packing Group

 

0005 for Packed material
0001 for Bulk

26

Go to Descriptions tab

From Basic Data View Descriptions tab can be accessed by pressing Additional Data button in the top part of screen as well. Tabs in Additional Data can be filled in any sequence.

 



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27

Enter material descriptions in local languages
NOTE: Check if material description is in line with product name on ZPRC.

 

12 mandatory languages are:
EN – English
Z9 – Brazilian Portuguese
ZH – Chinese
KO – Korean
DE – German
FR – French
IT – Italian
JA – Japanese
PL – Polish
PT – Portuguese
ES – Spanish
NL – Dutch

28

Go to Units of measure tab

From Basic Data View Units of Measure tab can be accessed by pressing Additional Data button in the top part of screen as well. Tabs in Additional Data can be filled in any sequence.

 



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Enter Alternate Units of Measure conversions

 

Fixed conversion 11023 LB <-> 5000 KG

30

Enter conversion of Stock keeping UoM to Base UoM

 

Conversion between one packaging unit and base unit of measure

31

Enter any additional conversion if requested

Check the request form

 

32

Return to Main Data

 

 



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33

Go to Basic data 2 view

 

 

34

Enter Basic material (related ZPRC Code)

Check the MOC

 

35

Enter Dangerous Goods indicator profile

 

ZIP for all materials at the moment of material creation

36

Tick Environmentally relevant

Mandatory for all materials

 

37

Go to Classification view

 

 


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38

Select "Batch" type of Classification

 

 


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39

Enter Class

 

014 – Technology Solutions

40

Press Next screen button to move to next selected view

 

 

41

Go to Sales: general/plant view

 

 



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42

Enter Availability check

 

Raw materials and packaging – 02

43

Enter Material freight group

Mandatory for Packed materials for US, CA and BR

Bulk – empty

 

Material Hazardous class can be found in RM SDS sheet under  section 14th in attached documentation for MOC-ID provided by requester


Material Type

Fr. Group

Haz Class 9 and non corrosive chemicals

10058

Haz Class 8

PG III

10054

Haz Class 8

PG II

10055


44

Activate Batch Management requirement indicator

Same field is also available in Purchasing, Plant data / storage 1 and Warehouse Management 1 views

Always checked for ZMAT

 

45

Enter Transportation Group

Should be checked in Sinequa for SDS sheet. Using sections 9 and 14 correct Transportation group can be determined.

 

In Sinequa RM SDS can be found using ID underlinded below.

 


46

Enter Loading Group

 

Bulk – 0002

Else – 0001

47

Enter Profit Center

Same field is also available in Plant data / storage 2 view

List of profit centers can be found in following Google drive link

48

Go to Foreign trade export view

 

 


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***

Commodity/import code is NOT to be entered at the time of material creation – it will be loaded by responsible team

When extending material to a new Plant the Commodity/import code field is to be left blank (to be cleared if Copy from… option is used). Whenever a material is extended to any of non-GTS plants (see Appendix 3), extension has to be added in the linked file.

 

49

Control code

Required for all Brazilian plants

Contact HTS Team (htsclassification@solvay.com) for correct code

50

Enter Country of origin

Check the request form

 

51

Enter Mat. CFOP category

Field is mandatory for Brazil plants only

Always 0

52

Go to next view

Go to Purchasing view.

 



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53

Enter Purchasing Group

 

List of purchasing groups can be found in following Google drive link

54

Enter Plant-specific material status

Once Finance creates Accounting and Costing Views and performs material costing run, the status will be removed by Finance to allow use of material in operations.

Status Z1 is to be used at the time of material creation.

55

Activate automatic Purchase Order indicator

 

Always checked

56

Enter Purchasing value key

 

Packed ZMAT – 0001
Bulk ZMAT – 0005 (incl. flexitank)

57

Enter GR processing time

Plant data administrators will change the field value if necessary

Default value at the time of material creation – 2
Default value for Plant 8605 – 0

58

Go to next view

Foreign trade Import

Values will be copied from Foreign trade export view

59

Go to next view

Plant data / storage 1 view

 



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60

Enter Physical inventory indicator for cycle counting

Plant data administrators will change the field value if necessary

Default value at the time of material creation – B

61

Enter Minimum Remaining Shelf Life

 

Default value at the time of material creation – 1

62

Enter Total shelf life

Important: Shelf life days should be consistent on Commercial Product level

Check the form, if not provided request to the buyer.

63

Go to Plant data / storage 2 view

Nothing should be entered as Profit center data are being copied from Sales: general/plant view

 

64

Go to Label data

 

 


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65

Select the primary packaging unit of measurement

 

For Bulk packaging primary packaging unit should be KG

66

Label category

 

Always Z_RAW

67

Gen. Var.

 

Always GLM_RAW_01

68

Copies

Depends on packaging type

Correct label can be found in Appendix 1 - Label requirements. Correct value can be copied directly in SAP (From "Label Category" to "Copies")

69

Validity Areas

Validity Areas are similar for all Raw Materials

70

When all data has been entered, save the material by pressing button and exit material creation

Copy number of the created material into communication to Requestor:

Material number with MOC ID should be sent to responsible parties from plant to complete missing views for RM (MRP, QM, Acct, Costing)
Link to file - TS MM Support Organization

2.1.3. Extension of material

Following MOC procedure plants are obligated to review existing MOC process every two to three years, therefore valid MOC ID is mandatory component for Raw Material extension, this information should be provided by requester any time material should be created for a new plant.
HazCom Team should be involved in Raw Material activation process due to their responsibility to verify MSDS (ZPRC) code validity and correctness. They will also verify whether existing MOC ID can still be used.
NOTE: Raw Materials should not be extended to Trading plants (8572 – MX, 8573 – CL, 8571 – PE, 8580 – NL, 7788 – ID, 7786 – AU, 8574 - CN).
To extend material enter transaction MM01. Copy from… option can be used, preferably to copy from an existing view of the same material.

To extend Raw material material to a Plant, select Sales: General/Plant Data, Foreign Trade: Export Data, Purchasing, Foreign Trade: Import Data, General Plant Data/Storage 1 & 2.

2.2. Material modification

2.2.1. Pre-requisites

Material modification is allowed only if validated by all Plants using the material.
Requests to change the fields listed below must not be performed – in this case a new material has to be created.


In some exceptional cases range can be added to Raw Material, e.g. TALLOW ALKYL AMINE >97% 159/165KG DR
Another exception can be a mistake for recently created material that has not yet had any stock and stock movements in the system.

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Main activities

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1

Enter transaction MM03

T-code can be entered directly in Command field. T-code can be saved in Favorites.

Full path: Logistics -> Materials Management -> Material master -> Material -> Display


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2

Enter Material number

 

 

3

Select Purchasing (or Sales: General/Plant Data) view

 

 


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4

Verify the possible Plants related to the Material by clicking on the match code.

 

 

5

All Plants using the material are listed

 

 


If material is open for more than one Plant, contact the other Plants to validate the requested modification.

If the answer is positive, change the material as shown in section 2.2.2. Manual modification of material.

If the answer is negative, create a new material as described in Chapter 2.1.2. of this OP, associated with the Plant that made the request.

2.2.2. Manual modification of material

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Main activities

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1

Enter transaction MM02

T-code can be entered directly in Command field. T-code can be saved in Favorites.

Full path: Logistics -> Materials Management -> Material master -> Material -> Change

2

Select the view containing the field that needs modification

 

 

3

Select the Organizational Level for which the modification is requested

Repeat the modification for all Sales Areas or Plants if applicable.

 

4

Save the changes performed

 

 

2.2.3. Material Sales Organization Extension

Should not be performed by material creation, can be opened for Intercompany (e.g. US23/9O; NL01/9O etc) sales area only when extending Raw Material to different plant and Stock Transfer is required from one location to another.
Should not be extended to commercial sales area.

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Main activities

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1

Enter Sales unit

 

Enter LB even if left blank by Requestor in request form for US and CA Sales Organizations

2

Maintain Tax classifications

System will automatically determine which Countries' tax lines should be added

Always 1 for all countries unless otherwise indicated by Finance or Tax department

3

Enter Minimum order quantity

 

Enter Net weight. Blank for Bulk

4

Enter Minimum delivery quantity

 

Enter Net weight. Blank for Bulk

5

Enter Delivery unit

 

Always 1. Blank for Bulk

6

Enter packaging unit

 

Blank for Bulk

7

Enter Rounding Profile

 

For Packed materials select the option Z50% that corresponds to Primary Packaging unit.
For Bulk leave the field empty.

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8

Enter Material statistics group

 

Always 1

9

Enter Account assignment group

 

Always I

10

Enter Item category group

 

ZMAT – ZMAN

2.3. Material Inactivation

Before inactivating material an approval from appropriate purchasing contact should be received, material should also be checked for open items under "Stock overview".

If there are no open activities, Stock will show only "0". If any other values displayed, appropriate Product Manager should be contacted for Stock removal.

After Stock is cleared material can be inactivated.
If material has to be inactivated for all plants and sales areas:


If material has to be inactivated for specific plants or sales areas:


Inactivation of ZPRC material can be performed only if all ZMAT materials linked to it are inactive:

2.4. ZPRC creation

It is in Data Management scope to create ZPRC records for Raw Materials when requested comes from HazCom Team. When ZPRC record is completed in SAP WP1, systems are being synchronized overnight and PRCO code appears on HazCom side.
To complete this request material chemical name should be verified and provided by HazCom Team.

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Main activities

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1

Enter Industry Sector

 

Always C

2

Enter Material Type

 

ZPRC


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3

Select views

 

Basic Data 1; Basic Data 2; Classification; Label Data


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4

Enter description

 

Material chemical name provided by HazCom + / GENERIC

5

Base Unit of Measure

 

Always KG

6

Material Group

 

Always 0451


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7

 

 

12 mandatory languages are:
EN – English
Z9 – Brazilian Portuguese
ZH – Chinese
KO – Korean
DE – German
FR – French
IT – Italian
JA – Japanese
PL – Polish
PT – Portuguese
ES – Spanish
NL – Dutch


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8

Classification view – Class type 001

 

LIP # LIP0020148 should be entered

9

Go to label view

 

No data maintained

10

Save material

 

 


Appendix 1 – Labeling rules

Packaging type

Label category

 

 

Gen. Var.

Copies

DR, BX, CY, JRC, PL, BULK, BAG

Z_RAW

Raw material label

 

GLM_RAW_01

1

TE, BB

Z_RAW

Raw material label

 

GLM_RAW_01

2


Appendix 2 – List of contacts

Requests for Raw Material requests can be accepted from Purchasing representative.
Detailed Technology Solutions Support Organization file by plants can be found in following link.

 

Representative

Email

US and Canada

Vanessa Scott

vanessa.scott@solvay.com

 

Leslie Fleming

leslie.fleming@solvay.com

 

Lori Collins

lori.collins@solvay.com

 

Thierry Leclerc

thierry.leclerc@solvay.com

 

Mario Bruins

mario.bruins@solvay.com

LAM

Yarian Cuenca

yarian.cuenca@solvay.com

 

Abril Gomez

abril.gomez@solvay.com

APAC

Natpapan Chueakongtrakul (Poon)

natpapan.chueakongtrakul@solvay.com

 

Celine Koh

celine.koh@solvay.com

 

Catherine Lu

catherine.lu@solvay.com

 

Sorrawit Parknondhkul

sorrawit.parknondhkul@solvay.com

 

Nathan Purvis

nathan.purvis@solvay.com

EMEA

Thierry Leclerc

thierry.leclerc@solvay.com

ZPRC/MOC

HazCom

hazcom.rawmat@solvay.com

MOC-ID

Lindsay Schramm

Lindsay.schramm@solvay.com

Appendix 3 – List of Plants in non-GTS countries

Whenever a material is extended to any of non-GTS plants, extension has to be added in a file to notify the responsible team. Location of the file.

Country

Plant Code

Description

Japan

8524

7418 / Gas Chem Logistic Osaka

Singapore

8506

6062 / Poh Tiong Choon Jurong


Appendix 4 – List of Single Storage Locations

Storage Location

Description

8380

7786 / JF Hillebrand Fremantle

8433

7788 / Jakarta

8496

7722 / BDP Peru Arequipa

8500

7725 / Andimex San Antonio

8503

7988 / Daesung Whse Yangsan

8505

7723 / FH Logist Azcapotzalco

8506

6062 / Poh Tiong Choon Jurong

8507

7725 / Sercabol Antofagasta

8508

7776 / Sinotrans Intl Shanghai

8509

7734 / KWE Logistics Shanghai

8511

7794 / CML Ltd Walvis Bay

8515

7786 / Toll Contr Laverton Nth

8519

7786 / NSS Port Sth Townsville

8520

7008 / XPO Logistic Bristol

8521

7008 / XPO Logistic La Porte

8522

7008 / XPO Logistic Plainfield

8525

7523 / NATAM Express Maua

8527

7794 / Schenker Kempton Park

8528

7734 / Sinotrans Intl Shanghai

8543

7008 / KEMIRA WATER MOBILE

8545

7008 / FLUID ENERGY HATFIELD

8548

7008 / MOBILE SOLVENT EIGHT MILE

8549

7752 / NOVA MOLECULAR PASADENA

8553

7008 / SOUTH COAST HOUSTON

8554

7008 / SPRAY TEK MIDDLESEX

8559

7008 / TOLL COMPACTION NEPTUNE

8589

7734 / Tianjin DLD Beicheng Wh

8605

7794 / Kemira Chem Bradford

8614

7734 / COSCO Logistic Tianjin

8617

7776 / COSCHEM Logist Shanghai

8618

7794 / Praxair Oevel-Westerlo