Table of contents
Scope
ERP
References
Attachments
5. Add the link to attachments (to be stored in AODocs or GDrive) or external links
Objective and Scope
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 in the system PF1_050. Also, the various entities actors and its respective responsibilities. This procedure will also provide guidance for the necessary analysis made previous to the tasks explained. |
All these concern actions to be done, outside the Workflow.
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.
Requests come from MBU Agency & Distribution Contracts Managers team (Hélène Geraci and Josiane Küpper). If not the request must be confirmed by this team (bank details included).
Creation
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 (account group ZXAG).
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.
The transaction SE16_LFA1 will provide all the agents available in the system:
Then, if detected no duplication the creation can proceed.
Agents are created with a specific number:
| Number | Country |
|---|---|
| From 3900000 to 3904999 | Spain |
| From 3905000 to 3909999 | Portugal |
| From 3910000 to 3919999 | France |
| From 3920000 to 3929999 | Austria |
| From 3930000 to 3939999 | Other countries |
| From 3940000 to 3949999 | Italy |
| From 3950000 to 3959999 | Netherlands |
| From 3960000 to 3969999 | Switzerland |
| From 3970000 to 3979999 | Belgium |
| From 3980000 to 3989999 | UK |
| From 3990000 to 3999998 | Germany |
From the SE16_LFA1 it is retrieved the last number created. The new agent will be created with the next number (e.g. 3970046 is the last one, hence, the new one would be 3970047).
- The creation starts with the vendor code (transaction XK01) in the PF1_050:
Once inside the input area, fill-in the mandatory fields with the data provided by the authorised requester.
Toggle between screens by using the buttons: 
in order to fill-in the complete set of information provided.
The field "Authorization" (Control part) must be HQ.
Intragroup vendors must have the "Corporate Group" code 0000800001.
- The creation of the customer is performed in the transaction XD01 (PF1_050) with the same code of the vendor:
Once inside the input area, fill-in the mandatory fields with the data provided by the authorised requester.
The data should be as complete as possible and according to the rules defined for customer maintenance at client level.
Toggle between screens by using the buttons: in order to fill-in the complete set of information provided.
The vendors code must be added to the field "Vendor".
The field "Authorization" (Control part) must be HQ.
Intragroup customers must have the "Corporate Group" code 0000800001.
The field "Customer Class" (Marketing tab) has to filled-in:
- 'G' for Solvay Group Companies;
- 'S' when it is not Solvay Group company;
Modification
All the modifications done to the Vendor data must also be done to the Customer's data.
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 (using XK03). For vendors manual modification, enter transaction XK02 and insert the mentioned vendor number. 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 vendor/customer maintenance at client level.
Blocking/Unblocking of Agents
When unblocking an Agent, searches need to be done in master data, in order to avoid possible duplications (using XK03).
After these checks, if all the information is correct, the customer can be unblocked. In order to block or unblock a vendor/customer, transaction XK05 and XD05 are used or XK02 and XD02.
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.