Objective

This procedure covers the SAP transactions tables related to the List of Approved FI vendors, Web Cycle Routing for FI Documents (coded invoices), Web Cycle Routing for MM Documents (PO invoices), Web Cycle User ID Creation.

Definitions

FASC Tables (fournisseur autorisé sans commandes)

To edit this tables you click in the field "New Entries":

ZWFA05C - Limit Amounts by Company

This transaction controls the approver levels for FI validation workcycle. Based on the amount of the invoice, the system sends out workcycle approvals until it reaches the workcycle approver that can approve that amount. 

This table is only updated when a new site code has been created. If this table is not populated, the FI Validation workcycle flow will not work for the new site code.

Requester/ controller/ buyer will advise the Data team team when there is a new site code.  They will provide the company code and site code.

When the request is received, Data team team will insert a new entry to transaction ZWFA05C (WP1 system) for the new site code and advise the requester when complete.

ZWFA05G - List of Default Recipient (FI)

Generic SERV box by default when no requisitioner is found by the system. 

The GBU, plant manager or buyer advises the Data team if there is a new controller for a site/plant.  They provide the site ID, name, phone number and email address and who they are replacing.

When the request is received, Data team team will insert a new entry to transaction ZWFA05G (WP1 system) for the new site code and advise the requester when complete.

ZWFA05H – List of Generic Mail (FI)

Design No GR generic workflow box (except 3001 and 3007 OA).

This transaction controls the routing of NOGR and Quantity Discrepancy web cycles to the Plant Generic Web cycle accounts.

It will only have to be updated if a new Site/Plant is set up in WP1 or a Site/Plant is being removed from WP1.

Since these are the Generic Web Cycle Accounts for the plants/sites, there would only be requests to set up new sites or delete existing ones. Regional Office should notify Data team of a new site, providing new email address and company number/site code etc. if applicable. If it is a request for a deletion then Front office will provide the company number and site code of the existing location and reason for its removal.

When the request is received, Data team team will insert a new entry to transaction ZWFA05H (WP1 system) for the new site code and advise the requester when complete.

ZWFA05I – List of Procurer (FI)

Table for MRKO process: to allocate one point of contact for one supplier on one plant.

This transaction controls the routing of Invalid PO web cycles based on the site code populated on the cockpit document. The GBU, Plant manager or Regional Office will advise the Data team if there is a new Procurer/LPR for a site/plant.  They will provide the Site ID, Name, Phone number and email address and who they are replacing.

When the request is received, Data team team will insert a new entry to transaction ZWFA05I (WP1 system) for the new site code and advise the requester when complete.

ZWFA05N – List of Approvers EU (FI)

One approver dedicated to one supplier on one jurical entity and one plant.

This transaction controls the routing of the FI Validation Web cycle by Company Code, Site and Vendor (optional).  There can be up to three different approvers for each Company code and Site. This table is only updated if the approvers for a GBU/Site have changed or a new Site has to be added to the table.  

NOTE: there always has to be at least one entry for each Site code in this table, even if the approvers have Cost Center approval, an entry for Company Code and Site has to be made in this table to catch any FI request that comes in referencing a cost center not defined on table ZWFA05O.

Access the transaction table ZWFA05N in WP1_400 – Local system:

Transaction ZWFA05Q – List of vendor

This table contains all vendors that can be posted as an FI transaction in cockpit.   If a vendor is not listed on this table, the Accounts Payable processor will receive the following error in cockpit if they try to post an FI transaction against that vendor:  

This table is updated frequently.  Everytime a new FI vendor is created, it needs to be added to this table and anytime an existing vendor that needs to have an FI document posted (ie. credit memo) againt it will need to be added to the table.

If an Accounts Payable processor is trying to post and FI document and receives the error message, they will sent out the Update FI vendor list web cycle.

When the Update FI vendor list web cycle is received, Data team will update table ZWFA05Q with the vendor number and then approve the web cycle when the task has been completed.

As a proactive step, when CODIF is asked to create a new Z011 vendor for company code 7424 or 7651 they can add that new vendor to ZWFA05Q.  This would then eliminate the need for the Accounts Payable processor to send an Update FI Vendor list web cycle at a later date.

1. Steps for ZWFA05Q – List of vendor

Access the table ZWFA05Q in WP1_400 – Local system.

01 – Click in New Entries to add a new vendor as FI, following the information provided by Accounts Payable team;

02 – Add the company code informed inside the web cycle;

03 – Add the vendor number informed inside the web cycle.

After populating these information, just press to save.

1. FI Web Cycle Routing Table

1. Transaction ZWFA05P – List of coder

This transaction controls the routing of the FI Coding web cycle based on the value populated on the Site field of a cockpit document

This table does not require any recurring maintenance (ie. daily, weekly, monthly, etc).   It will only have to be updated if a new coder is taking over responbility for a Site/GBU.

Request will come from the GBU, Plant manager or Controller. They will provide the name, phone number and email address of the user and which site code they will now be handling.

When the request is received, Data team will check to see if the user has a web cycle id.  If not, they will create a new id via transaction /COCKPIT/WUM and then update table ZWFA05P with the new web cycle ID and confirm back to the requester when the task has been completed.

1. Steps for ZWFA05P – List of coder

Access the table ZWFA05P in WP1_400 – Local system.

04 – Click in New Entries to add a new coder;

04 – Add the company code, Site, Vendor (optional, there are some cases were a specific person handles a specific vendor) and Coder (Web Cycle Id of the coder).

After filling the required information, click the to save.

To update the table, navigate to the company codes for the North American zone, locate the site code to be updated and enter the Web Cycle ID of the new coder.

When done, click on the Save button.

1. Transaction ZWFA05K – Key procurer

This transaction controls the routing of Price Discrepancy web cycles for Raw Material (3014) and Packaging (3010) to the Raw Material Operations Specialist.

This table does not require any recurring maintenance (ie. daily, weekly, monthly, etc).   If will only need to be updated if the Raw Material Operations Specialist changes.

Procurement Team leader for RO will advise Data team if there is a change in who the Raw Material Operations Specialist is. They will provide the name, phone number and email address of the new person in case Data needs to set up the user with a Web Cycle ID.

When the request from the Procurement RO Team Leader is received, Data team will check to see if the user has a web cycle ID.  IF not, they will create a new ID via transaction /COCKPIT/WUM and then update table ZWFA05K with the new web cycle ID and confirm back to the requester when the task has been completed.

1. Steps for ZWFA05K – Key procurer

When accessing transaction ZUFA05K it is automatically placed in change mode.

To update, navigate to the company codes for the North American zone, and change all entries to the Web Cycle ID of the new Raw Material Operations Specialist.

When done, click on the Save button.

To add an entry, click on the button. Populate the following fields:

CoCd (company code);

Site;

POrg - Make an entry for Purchase Orgs 3010 & 3014 only.  

Generic User – Web cycle ID of the Raw Material Operations Specialist.

Click the when complete.

1. Transaction 
   

2. 
   

   1. Web Cycle user Administration

   1. Transaction /COCKPIT/WUM

   
   

   This transaction /COCKPIT/WUM is used to Create, Edit and Delete Web Cycle User IDs for WP1.  This transaction allows people who do not have actual access to SAP, since resolve Web Cycle issues.

   Most of the new web cycle IDs are created automatically.  When a user is set up in SRM7, the system also creates a web cycle ID for the user. There is a report sent to a distribution list on Sunday if there have been new users created the week prior.  The report lists the user name and web cycle ID. This transaction is also used to reset user passwords.

   Manual Requests – RO can receive requests from a Controller, Manager or LPR requesting an employee to be set up with a web cycle ID.  They will provide the employee’s name and SAP and/or SRM7 user ID.

   Manual requests can also be received by an Accounts Payable processor who has an invoice with a valid PO listed and the requestioner on the PO does not have a WC user ID yet.

   SBS Help Desk receives requests for password resets - currently they forward them to RO to have the users password reset.

   SRM7 System report – The report will contact the user name and web cycle ID.   Data team must edit the Web Cycle user id and add the Phone number, copy the SRM7 ID in the SAP user ID field and assign the ID to the NA zone.

   Manual requests – The Web Cycle ID is based on the LAN ID for the employee.  Data team populates all the required fields and creates the new ID.  There is an automated email sent to the employee with the new Web cycle ID, initial password and user guide.

   Password resets – Data team can either use the Initial password button or the change password button to reset the users ID. The system will send out an email to the user with the new password information.

   1. Steps for /COCKPIT/WUM

   
   

   

   To create a new web cycle user, enter their Web cycle user ID on the Web Cycle user box and then click on the Create User button. The following fields must be populated:

   
   

   

   
   

   After they have been populated click on the Customer fields button. A new window will appear:

   
   

   

   
   

   Fill in every field. For Zone, North American users will always be set to NA and Latin American users will always be sent to LA.

   When complete click the button. The system returns to the User Data window.  Click the at the bottom to create the new Web cycle ID. A confirmation box will appear:

   
   

   

   
   

   To update a Web Cycle user ID, enter the Web Cycle user ID in the WEB CYCLE user field and click on the Change button.

   
   

   

   
   

   Enter the user’s phone number and then click on the Customer Fields button.

   
   

   

   
   

   Copy the SRM user name into the SAP user name field.

   Under Zone, enter NA for North America and LA for Latin America.

   Click on the button.

   And again click on the button on the User Data screen to accept the changes.

   The following confirmation message at the bottom of the screen is shown:

   
   

   

   
   

   To reset a user’s password, enter the Web Cycle user’s id in the WEB CYCLE user field:

   
   

   

   
   

   Option 1:

   Initialize Password button.  A warning message is shown:

   
   

   

   
   

   Click on Y to initialize the password.

   The system will confirm the new password.

   

   
   

   And an email will be sent automatically to the user with the new password.

   Option2:

    Change password button. When clicking this button a pop up window will appear:

   
   

   

   
   

   Enter the new password, and again the repeat password field.

   Click on the green check mark to accept.

   The following confirmation message at the bottom of the screen appears:

   
   

   

   
   

   An email will be sent to the user with the new password.

   When an employee leaves the company, a notification is sent by HR to a distribution list similar to the image below:

   
   

   

   
   

   Upon receiving a Termination notification – Check to see if the user has any outstanding Web Cycle. If yes, please forward to the Regional Office for assistance in getting the outstanding web cycles redirected before locking the Web Cycle ID.

   Once any outstanding Web Cycles have been removed from the user’s account, proceed with the locking of the Web Cycle ID via Transaction /cockpit/wum.  

   NOTE: The ID should not be deleted, it should only be locked.  If the user ID is deleted, all the user history in cockpit will be deleted as well.

   
   

   

   
   

   Under Transaction /cockpit/wum pull up the user’s Web Cycle ID.

   

   Click on the CHANGE button.

   
   

   

   
   

   In the User Data window replace the users name in the Complete Name field to OBSOLETE.  Click on the Green Check Mark to save the changes.

   
   

   

   
   

   Next click on the LOCK icon, to lock the Web cycle User ID.   

   
   

   

   At the confirmation window, click Y for yes.

   
   

   

   A confirmation at the bottom of the screen informing that the user ID has been locked is received. The ID needs to be locked so that REPETITOR (the automated Web Cycle program) and Accounts Payable processors cannot send a Web Cycle to that user ID.

   The reason for changing the User name to OBSOLETE is so that Accounts Payable, when using the search function for Web Cycle can tell the difference between an user that has left Solvay (name has been changed to OBSOLETE) and a user who’s Web Cycle ID has been locked due to many failed attempts at entering their Web Cycle password.   See example below:

   Example of the Web Cycle user ID search function.  Inactivated Web Cycles users will show as OBSOLETE in the Full Name field.

   
   

   

   Example of the Web Cycle Launch screen – In the Complete Name Field it will Display OBSOLETE.  Accounts Payable processors will know that this is not a Web Cycle user ID they can request to be unlocked.

   
   

   

   
   

FACC Tables

SM30 - ZZM_PO_CONF

Appendix

1. 
   

   Once most of the prints are showing NAM data, an additional file can be consulted in case of doubts related to LAM tables: Web cycle user Management and Readsoft Tables - LAM

   
   

   End of document