Table of contents

Scope

 

ERP

References

Attachments

5. Add the link to attachments (to be stored in AODocs or GDrive) or external links

1. Objective and Scope

1.1 Objective of this Procedure

The purpose of this procedure is to describe the necessary steps when there is the need to perform changes (creation, modification, block and delete) for Agent's in master data.

Also, the various entities interviening and its respective responsabilities. 

This procedure will also provide guidance for the necessary analysis made previous to the tasks explained.

1.2 Scope

This IOP explains the steps required in Agents manual maintenance for the person(s) performing the tasks of CODIFHQ.

All these concern actions to be done, outside the Workflow.

2. Main Part

2.1 Manual Data Maintenance

In Agents, there is a creation of both a Customer and a Vendor. The data content of both must be coherent and respecting the rules described in this procedure. 

When performing any action related with Agents manual maintenance, all the standard operational rules concerning data control and general process of Customers and Vendors apply.

Agent vendors are not maintained at purchasing level, therefore no partner functions are set.

Accepted Requesters

For Agents (PRS), the following requesters are authorized to request inputs to CODIFHQ:

  • Specially authorized requesters – 
    • Helène Geraci, Josiane Kupper and Sylvie Meeus (IBS.commission@solvay.com);
  • CICC members (star); 

(star) Mandatory to escalate to First Level Support before any other action

All other situations not contemplated on the description above, it is mandatory to contact the Support. The exception is when the change concerns "non-sensitive" fields.

For Agents (RCS), the following user is authorized to request inputs to CODIFHQ:

  • Geneviéve Fremit

2.2 Agents Manual Maintenance

This section describes how to create an Agent data.

2.2.1 Creation

Checking

Prior to any creation, it is necessary to always check if the data being requested already exists in master data.

As stated above, in Agents, there is a creation of both a Customer and a Vendor. Both have to be created with the same number.

Such number must be defined manually, not provided by the system.

For this, a search has to be done to know all the Agent numbers that already exist in the system.

Enter XK03 and search by Account Group Agents (ZXAG) and by the Country code:

Once the highest number is detected, one number is incremented to it and that is the one used to created the new Agent (e.g. 3970046 is the last one. Hence, the new one would be 3970047). 

Number range to be used according to the Agent's country:

3900000 → 3904999 Spain 
3905000 → 3909999 Portugal 
3910000 → 3919999 France 
3920000 → 3929999 Austria 
3930000 → 3939999 Other countries 
3940000 → 3949999 Italy 
3950000 → 3959999 Netherlands 
3960000 → 3969999 Switzerland 
3970000 → 3979999 Belgium 
3980000 → 3989999 UK 
3990000 → 3999998 Germany

After detecting the number for the new Agent's creation, it is necessary to create both the customer and vendor data, using the correspondent transactions: XK01 and XD01.

The first data to be created for Agents should always be for Vendors.
Vendors

For Agents manual creation, enter transaction XK01 and select the account group of the country:

The account groups selected must always be the ZXAG (Agents).

General data & Communication

Once inside the input area, fill-in the mandatory fields with the data provided by the authorized requester.

Toggle between screens by using the buttons: in order to fill-in the complete set of information provided.

The field Authorization corresponds to the Country Code which must be HQ.

The Corporate Group is the Industrial Group.

The Corporate Group (Group Key):

  • For Solvay Group Companies is 0000800001;

VAT

The VAT number is mandatory for countries which have it, i.e., European Union Countries. If it is not provided under these features, it has to be asked to the requester.

Agents "vendors" are to be sent to PF1_020;


Customers

For customers manual creation, enter transaction XD01 and select the account group ZXAG (Agents):

The account group selected must always be a Agents.

Enter the customer number (same number as for the vendor)  

Address

Once inside the input area, fill-in the mandatory fields with the data provided by the authorized requester.

  The data should be as complete as possible and according to the rules defined for customer maintenance at client level.

Control Data

The field Vendor will be filled with the same number as the customer.

The field Authorization corresponds to the Country Code for the following countries and must be HQ.

The Corporate Group is the Industrial Group.

The Corporate Group (Group Key):

  • For Solvay Group Companies is 0000800001;

Finally, the VAT number is mandatory for countries which have it, i.e., European Union Countries. If it is not provided, it has to be asked to the requester. 

 If no VAT exists for these countries where it is mandatory, in the Additional Data field, the 'Reason No VAT ID' must be used and it must be correct.

For Natural Persons, the option Natural Person must be ticket and in 'Reason No VAT ID', the option Physical Person must be selected.

'WAI' concerns new companies waiting for register; 'OTH' can be, for example, 'Sales to Employees' (from Solvay).


Marketing

The field Customer Class. has to filled-in according to the indication provided by the requester:

If no input is provided one of two options has to filled-in:

  • 'G' for Solvay Group Companies;
  • 'S' when it is not Solvay Group company;


Industry Code 1 : If the SBU mentioned concerns 'FOCUS' (means Chemicals, but not Plastics, Solexis, or Fluor) it is mandatory for the requester to indicate the Industry code.
 

In all remaining scenarios, if nothing is mentioned, ' C08 ' is the default number to be inserted.
 

The exception is if it concerns Solvay Group Companies, were the correct code is 'C01'.

In order to add target system (PF1), click on 'Extra', 'Additional Data' 

2.2.2 Modification

This section describes how to modify existing Agent data.

All the modifications done to the Vendor data must also be done to the Customer's data.


Search for duplication: (Vendor)

Prior to any modification as it happens with creation, it is mandatory to always check if the data being requested already exists in master data, namely, check for possible duplications.

  For Agents manual modification, enter transaction XK02 and insert the mentioned Agent number:

 

Vendors Modification

For vendors manual modification, enter transaction XK02 and insert the mentioned vendor number:

After entering, perform the changes entailed by the requester, having in mind that they must follow always the rules defined for vendor maintenance at client level.

Customers Modification

For customers manual modification, enter transaction XD02 and insert the mentioned customer number:

After entering, perform the changes entailed by the requester, having in mind that they must follow always the rules defined for customer maintenance at client level.

2.2.3 Blocking/Unblocking of Agents

This section describes how to block or unblock existing Agent data.

Search for duplication

When unblocking an Agent, searches need to be done in master data, in order to avoid possible duplications

Customers: Search

For performing such checks ( searches ), transaction XD03 or SE16_KNA1 need to be used, controlling among others, the points mentioned above.

After these checks, if all the information is correct, the customer can be unblocked.

XD05

In order to block or unblock a customer, transaction XD05 has to be used:

To block the postings at company codes level, the option ' All Company Codes ' needs to be ticked .

  In order to block the creation of new orders, the option ' Order Block ' needs to have the code ' ZZ '.

If there is a VAT missing, the existing code should be '03' and it is only removed when the VAT number is inserted in the customer's master data.

To block the entire Sales Area, the option ' All Sales Areas ' under 'Block Sales Support' needs to be ticked .

To block the deliveries, insert the code ' ZZ ' in the option ' Delivery Block '.

Finally to block all new invoices production, insert the code ' ZZ ' in the option ' Billing Block '.

To block everything in the customer, all the items mentioned above need to the selected.

 To unblock completely a customer all the points mentioned above must be blank (except if there is a specific indication from the requester for particular point(s)). 

 If nothing is specified by the requester, all the indicators have to be ticked


XD02

Transaction XD02 can also be used to block or unblock a customer. For this, click 'Extras' and select 'Blocking Data'

This transaction must be used each time the reason of the block can be entered or removed in the screen "name and address" (See 2.2.4).

Once inside, the remaining principles of the blocking and unblocking of data apply: 

Vendors: Search

For performing such checks ( searches ), transaction XK03 or SE16_LFA1 need to be used, controlling among others, the points mentioned above.

After these checks, if all the information is correct, the vendor can be unblocked.

XK05

In order to block or unblock a vendor, transaction XK05 has to be used:

For blocking at Company Code level , select the option 'All company codes' under 'Posting Block'.

  If it is also for blocking at the Purchase Org. level , also select the option 'All purchasing organizations' under Purchasing Block'

XK02

Transaction XK02 can also be used to block or unblock a vendor. For this, click 'Extras' and select 'Blocking Data'

This transaction must be used each time the reason of the block can be entered or removed in the screen "name and address" (See 2.2.4).

Once inside, the rules and principles previously mentioned of the blocking and unblocking of data apply: 

2.2.4 Marking/Unmarking for Deletion

This section describes how to mark or unmark for deletion an existing Agent.

If there is no previous stage of unblocking an Agent, the point of 'Search for duplication' on the area concerning 'Block/Unblocking of Agents'must be done. 

 

Vendor:
XK06

To mark or unmark a Agent for deletion, the transaction XK06 must be used

To mark a Agent for deletion, the option 'All areas' under 'Deletion flags' must be selected.

  To unmark for deletion a Agent, the option mentioned above must be blank.

It is mandatory to never change the option 'General data' under 'Deletion blocks'  
 
The indicator "Deletion blocks General data" is used for sending the vendor to PF1, it's why it must never be changed

Vendor:
XK02

Transaction XK02 can also be used to mark or unmark for deletion a Agent. For this, click 'Extras' and select 'Deletion Flags'

When we know the reason of the deletion, it must be entered in the screen "Name and address" as mentioned below:

  • If the vendor has to be deleted because it is replaced by a new one (for example when the VAT code has changed), the mention "Please use vendor xxxxxx" has to be entered in the fourth line of the name.
  • For other reasons, the reason must be entered in the "Comment" field.

Once inside, the remaining rules and principles previously mentioned for blocking and unblocking of data apply:

Customer:
XD06

To mark or unmark a customer for deletion, the transaction XD06 must be used

To mark for deletion a customer, the option 'All areas' under 'Deletion flags' must be selected.

  To unmark for deletion a customer, the option mentioned above must be blank.

  It is mandatory to never change the option 'General data' under 'Deletion blocks'

For information: The function of the indicator "Deletion blocks General data" is to avoid to physically deleting the record during the archiving.  

Once inside, the remaining rules and principles previously mentioned for blocking and unblocking of data apply: 

Customer:
XD02

Transaction XD02 can also be used to mark or unmark for deletion a customer. For this, click 'Extras' and select 'Deletion Flags'. 

When we know the reason of the deletion, it must be entered in the screen "Name and address as mentioned below:

  • If the customer has to be deleted because it is replaced by a new one (for example when the VAT code has changed), the mention "Please use customer xxxxx" has to be entered in the fourth line of the name.
  • For other reasons, the reason must be entered in the "Comment" field.

Once inside, the remaining principles of the blocking and unblocking of data apply:

2.2.5 Bank Details Update(s)

This section describes the necessary steps to be able to update bank account details in Agent.

Bank details updates (creation, modification or deletion) for Agents can only be performed if requested by the Specially authorized requesters (mentioned above on this procedure – please check index).

In order to have such case accepted the the specially authorized requesters must provide a document support of the origin of the request.

This document support can be:

  • an email from the Agent mentioning the bank details (with agent's identifiable origin);
  • an attached document from the Agent, mentioning the bank details;

If such document is not provided, it must be requested to the specially authorized requesters, as CODIFHQ can not perform the bank details update without such support.

If the request includes other updates (agent creation, update), they can be done without any constraint, as long as they do not concern bank details update.