Purpose

This work instruction describes the process for creating a new Customer Master Data record in SAP PE1 – client 300. It covers the Companies and Sales Organizations listed in Appendix 1 – Company Codes and Sales Organizations in SAP PE1 – client 300.

It excludes full process of the set-up of Intercompany customers that needs to be covered by a separate process description and Work Instruction. Nevertheless values to be entered in the fields for Intercompany Customer are indicated in this document.

Process Flow

Process description

Every request for a customer setup or maintenance should be requested through Freshdesk ticketing system. 

1. SAP Customer Master Account Groups

The following are the Number ranges defined in the system for different Account groups:

The Account Group field is a high-level grouping which defines the primary use of a customer. The account group selection drives certain aspects of system processing, master view layout and field acces

Different Customer Account Groups require different set of Views to be maintained. Use the recommended transactions and/or ensure to leave empty Company Code and/or Sales Area Data as per the table below:

Most commonly used transaction codes for Customer Master data:

2. Company codes and Sales organizations

The following are the Company codes and Sales organizations defined in the system for different type Account groups:

 Company code and Sales organization view for ZSLD, ZPYR and ZINC accounts always will have the same code. Meaning, if new creation request is for sales organization is 1237, then the corresponding company code will be 1237.

3.  Approvers list

4. Check for request completeness

1. Check completeness of the Customer template – have all mandatory fields been completed?
   All mandatory fields are highlighted in orange on the template, they may vary by type of customer to be set up.
2. Check if all necessary documentation is provided according to Request requirements.
3. Check for duplicates as described in § Check for potentially already existing customer.
4. Check if Registration number is valid and match customer name. See Validation steps and rules according to the country where customer is located.
5. Trade Beam check - perform the restricted party screening as described in Validation steps and rules.

5. Check for potentially already existing customer

Transaction XD03 – Display Customer (Centrally)

• Initiate Search
• Search for potential already existing customer on following fields :
• VAT (when applicable)
• Name
• Postal code, Country

Remark: wild card = *

• If identical customer is found for another Company Code and/or Sales Area, it needs to be extended to the requested Company Code and/or Sales Area. Go to section Extending customer to Company Code and/or Sales Area for additional detailed instructions.

• If an existing customer is found, but there is a slight difference in requested data: return to the requester to validate the non-equal data and decide on further actions

• If no potential duplicate is found, proceed with the request .

Customer creation 

Please see section Customer Master Account Groups for more details on Customer Master Account Groups, Views to be created for each account group and Transactions to be used.

Initial screen

Account group: the requested account group to be selected.
Customer: Must not be filled, a number will be given automatically as per defined number range at the moment of saving the new record, see section Customer Master Account Groups for number range assignment.
Company Code and Sales Organization: to be filled if necessary with areas for which the customer has to be opened, see list of Company Codes and Sales organizations. Provided by the requester.
Distribution channel: always “00” – Cytec Distribution
Division: “IM” for Industrial Materials Customers; “AM” for Aerospace Materials Customers. Provided by the requester.

Reference: not used. This section can be used to refer to an existing partner to be used as reference. The fields copied are all Company Code data fields; Sales, Shipping and Billing Document tab fields in Sales Area data. Tax information values are not copied.

Hit Enter or green checkbox button to proceed to next screen.

General data

Customer general data view consists of: 

Information populated in fields shown above will be shared for all open sales organizations of a particular account number. Meaning, if you update address in sales organization 1237, IM division, it will be updated also for any other active sales organization, not only for the selected sales area. 

Address

For name and address setup, abbreviate as follows (if applicable): 

Name: Legal name of the customer. In this line the name should not be longer than 40 characters. If the name exceeds 40 characters, second line (it is field Name 2) is to be used for next 40 characters. Do not use commas or any special symbols in the name (except for the ‘&’ sign if specifically requested). If the VAT validates with a name different from the template, go back to the requester and verify which name should be used. NOTE! Name 1 and Name 2 fields are printed on documents and labels – try to accommodate all name info in those 2 fields. Name 3 field should be populated for non-trade customer accounts indicating (NON-TRADE ACCOUNT)            

Search term 1: Should capture the “essence” of the customer name:

Search Term 2: This field is used to capture customer's 'doing business as' name, starts with 'DBA'. NOTE! Information entered in Search Term 2 field is not printed on documents, therefore to make DBA information visible for document users it may be copied to Name 2 field.

c/o: 'Care of' / 'Attention to' name (if applicable). Part of the address if the recipient is different from the occupant and the names are not similar. Starts with "C/O" or "FAO", else blank. NOTE! Information entered in c/o field is not printed on documents, therefore to make this information visible for document users it may be copied to Name 2 field.

Street: Main field for street address of customer, max 35 characters to be filled in this field If street address exceeds 35 characters, Street 2 field to be populated with the remaining information. Fields Street and Street2 are usually printed on documents. Street 3 is additional address field for street name to fulfill the requirement for lengthy street address, however note that it is not printed on most of documents. NOTE! House number field is not to be used!

Postal Code: Postal code / ZIP code as part of the address. SAP provides standard postal code format checks depending on the country maintained.

City: City name as part of the address. For some countries SAP may overwrite the City name with a value depending on Postal Code.

Country: Country key contains information which the system uses to check entries such as the length of the postal code or bank account number. The two-character ISO code is used.

Region: State / Province / County. Choose according to the City, should always be populated for US and Canada and optional for other countries.

Transportation Zone: Used to determine regional zone for recipient of the goods; customer country and postal code determines a Transportation zone to be assigned to a customer. Select Transportation Zone from available entries. If a corresponding Transportation Zone does not exist, see Appenidix. Applicable for ZSLD, ZSHP, ZRET, ZINC

Language: Customer Master Records to be maintained in English (EN) only.

Telephone: Telephone number, consisting of dialing code and number, but without the country code as it is being picked automatically based on the country entered as part of the address. If more than one telephone number is maintained for an address, the first telephone number is marked as the standard number. Press Other Telephone Numbers button to maintain more numbers:

If the country code of the telephone number is different from the country in the address, it can be changed in the pop up “Maintain Telephone Number".

Mobile: Mobile telephone number, consisting of dialing code and number, but without the country code.

Fax: Fax number, consisting of dialing code and number, but without the country code.

E-Mail: 1) Use to capture general customer email address – solely for the purpose of contacting customers (will not drive any functionality – no documents will be sent to this address).

             2) For Italian customers PEC email must be added. PEC email can be found here: https://www.inipec.gov.it/cerca-pec/-/pecs/companies?p_p_auth=GE2gJ00T&_1_WAR_searchpecsportlet_mvcPath=%2Fsearch_pecs%2Fview.jsp 

Codice fiscale: the same as VAT number but without country code.

Law 205/2017 in Italy states that from 1st of Jan 2019 all invoices issued by Italian companies must use the electronic format. The e-invoices use a special XML format and work with the SDI, Serial Digital Interface, directly connected with the Italian Tax Agency. Alternatively, when the SDI is not provided by the customer, the e-invoice is sent out using a Certified E-mail, the PEC (Posta Elettronica Certificata).

DMO have to add Tax number 4 (SDI number) or add PEC email to general data. SAP will send e-invoices with SDI as priority, but if this field is missing, will use the PEC.

If for some reason you receive Tax number 4 and PEC email for the same customer account, add both.

PEC emails are set up in Address screen - Communication area - E-mail as follows:

StandardComm.Mtd:       Standard Communication Method for documents. Choose between “E-mail” and “Fax”. E-mail is the preferred Standard Communication method with customers for Cytec.

5.3.2. Control Data (visible for ZSLD, ZSHP, ZPYR, ZBTP, ZRET, ZPRS, ZPAR, ZINC)

Vendor: This field will be used only if the customer is also used as vendor. Usually ZINC (Intercompany) and ZRET (Returns Vendor) customers have this field maintained.

Trading Partner: This field is visible and is mandatory for Intercompany customers only. The trading partner is the same as the company code to which the customer belongs.

Tax Number 1: Country Specific Tax Numbers to be maintained (e.g. SIRET Codes for France, fiscal number for Italy, etc.).

Tax Number 2: Country Specific Tax Numbers to be maintained if applicable (e.g. SIREN Codes for France).

Tax Number 4: SDI number must be added as Tax number 4. Mandatory for all customers located in Italy.

VAT Reg. No.: VAT registration number of the customer, it is used within the EU for tax-exempt deliveries for the "EC sales list". The check rules are defined for each EU country and cannot be changed. European customers (Sold-to and Payer)without VAT registration number provided should be blocked for further transactions – Order Block “10 – Missing VAT numbers” should be assigned, go to section Blocking customer for detailed instructions. *this field is optional for ZSHIP & ZBTP

5.3.3. Payment Transactions (visible for ZSLD, ZSHP, ZPYR, ZINC, ZCOM)

Payment Transactions tab is used for maintaining customer’s bank account information. In most cases customer banking details are not manually added into Customer Master data at moment of setup as they are being added automatically by a program extracting data from incoming payments. However in some special cases Accounts Receivable can submit a request to add banking details.

Prior of making any amendments in system VALIDATE bank details (IBAN/ Routing #)

• for direct debit customers –RIBA payments in Italy (NOTE! Payment method “Z – Customer Payments” to be used in this case.)
• for customers to be refunded (NOTE! Payment method “W – International Wire”  or as indicated in request to be added in this case.)

Ctry:                                         Enter country code of the bank.

Bank Key                                Bank key / Sort code for UK / ABA for US / CSA for Canada.

Bank Account:                     Enter bank account number.

Bk.typ:                                    Sequential number of bank account, set “0001” for default banking details, for the others “0002”, “0003”, etc.

After entering EU banking details, press IBAN button to create the bank account in IBAN format, check correctness of IBAN and press Continue or Enter. For US (or other countries) bank details can be checked by pressing Bank Data… button. NOTE! Do not change SWIFT code for banks already existing in SAP.

Swift Code or BIC is used ONLY for International Wire Transfers. If you are doing only domestic payments then you only need ABA or routing number of bank instead of swift code. Some International wires require an IBAN number, but bank accounts in the USA do not have an IBAN. However, you need to provide ABA Routing Number and your Account Number along with Swift Code of bank to initiate International wire transfer.

Europe: The registrations of Swift Codes are handled by Society for Worldwide Interbank Financial Telecommunication (“SWIFT”). Swift Code is a standard format of Bank Identifier Codes (BIC) and it is a unique identification code for a particular bank. The Swift code consists of 8 or 11 characters:

• First 4 characters - bank code (only letters)
• Next 2 characters - ISO 3166-1 alpha-2 country code (only letters)
• Next 2 characters - location code (letters and digits) (passive participant will have "1" in the second character)
• Last 3 characters - branch code, optional ('XXX' for primary office) (letters and digits)

America: An ABA number (or RTN - Routing Transit Numbers) is a code that identifies your bank. This code helps other banks transfer money to and from your account; it is similar to an address which tells everybody where to find your account. “ABA” is used because the American Bankers Association (ABA) assigns the numbers to banks. It is usually nine digit number.

5.3.4. Marketing (visible for ZSLD, ZSHP, ZRET, ZPRS, ZINC)

Customer Classification: This field is used for Customer categorization, it is optional. Possible values are “01 – Strategic Cust.” and “02 – Non-strategic Cust.”

5.3.5. Extras -> Additional Data

Condition grp 1:                 Maintain this field with information for all Mondovi Sold-to (ZSLD) customers located in Italy – if customer is liable to pay packaging industry waste disposal (CONAI) charges.

Condition grp 2:                 In case Condition grp 1 has value “S1 – Partial Exemption”, maintain this field with the percentage of weight for which customer has to pay CONAI charges.

5.3.6. Unloading Points (visible for ZSLD, ZSHP, ZINC)

Unloading Point: Always “carrier”

Calendar key: 

• “ZZ” – Customer will accept deliveries only on normal workdays (Monday thru Friday). Default value for customers.
• “Z2” - Customer will accept deliveries seven days a week. If requested.

5.3.7. Contact Person

Contact Person tab is used for maintaining different contacts related to the customer. Contacts can be internal or external.

It is mandatory to add customer’s financial contact name (Dunning Letters contact), telephone number (optional) and e-mail address or fax number. Add to contact:

• Department: 0009 - Financial department + Function: 15 - Dunning letters rec.

In addition to contact details, automatic sending of invoices by email can be activated. Add invoices receiver name, telephone (optional) and e-mail address or fax number. Add to contact:

• Department: 0005 - Cust-AccountsPayable + Function: 03 - Invoices receiver
• Attribute 5 in Additional Data is set to 01 - CP Bill-to-Party

Same functionality can be used if necessary to set up automatic invoice sending to Solvay Accounts Receivable.

Finally, to activate automatic invoice distribution perform steps according to Appendix 15.

5.4. Company Code Data (to be created for ZSLD, ZPYR, ZPAR, ZINC)

5.4.1. Account management

Recon. account: Maintain this field for all the customers extended for company code view, this is a mandatory field:

• maintain 11000100 for AR Trade customers (answer “Yes” in Trade customer? field)
• maintain 11000400 for Trade AR Bad Debt customers (to be used only after special request from Credit Management)
• maintain 12000100 for Non-Trade Receivables (answer “No” in Trade customer? field)
• maintain 13000100 for Intercompany Receivables (ZINC )

Sort key: Maintain this field with default value “001 – Posting date” for all the customers. Other values to be used only after special request from Credit Management.

5.4.2. Payment Transactions

Maintain values in the fields listed below in order to process payments from the customer. All the values in this tab are business critical fields and have an impact on the payment collections.

Terms of payment: Maintain this field with payment terms agreed with the customer. This field is mandatory to be filled. Payment Terms have to be validated by Credit Management. NOTE! Default Payment Term for Intercompany customers (ZINC) is “Z044– DUE ON RECEIPT”.

Tolerance group: Maintain the default value “ARTG” for all the customers

Credit mem payt term: Maintain default value “Z124” for Sold-to records only, leave blank for all other account groups

Payment history record: Mark this check-box for all the customers

Payment methods: Maintain the default value “Z – Customer Payments” for all the customers

ITALY: Payment method for new creations:

If payment terms RIBA - method D (direct debit)

Any other terms - method S

Lockbox: The lockbox number is the identification for the customer to make the payment, default value in this field is site specific. For Company Code 1237 “0204696” is the default value. For Company Code 1246 “0204687” is the default value.

Selection rule: Maintain the default value “001” for all the customers

5.4.3. Correspondence

The fields in this tab are to be maintained to manage correspondence related to accounts receivable with the customers.

Dunn.Procedure:                entry in this field has to be maintained only if requested by Credit Management. The value to be entered is “CYDP - Cytec Dunning Procedure”.

Acctg clerk:         Accounting clerks are assigned based on the Country where the customer is located. Maintain Accounting Clerk as per the matrix below.  All questions on Accounting Clerk assignment for countries that are listed in more than one field should be addressed to Jolanta Sanchesa Pinto (jolanta.sancesa-pinto@solvay.com).

Please use the following file to define which accounting clerk must be used: https://docs.google.com/spreadsheets/d/17bs_hssrEIyLquu8ByT-lwn93781_n1khnvXI0JSNiA/edit#gid=0

Account Statement:          Maintain the frequency in which the customer should receive the Account statement. This field is a Business mandatory field however it may stay blank for customers not receiving Account statement. The value in this field will be provided by Credit Management or Collections Team.

5.5. Sales Area Data (to be created for ZSLD, ZSHP, ZPYR, ZBTP, ZRET, ZCPD, ZINC, ZSAM)

Maintain Sales Area data for customers for which sales transactions have to be booked. NOTE! Sales Area Data is specific to a combination of Sales Organization & Distribution Channel & Division.

5.5.1. Sales

Customer group: Maintain the program to which the customer is linked. This field is optional - it is only relevant for customers priced based on the program to which they are assigned.

ABC class: Maintain the provided classification of customer. This field is business-mandatory for Sold-to account group records.

Currency: Maintain the currency in which customer is transacted. Where there is more than one currency, this should be the primary currency for the customer. This field is mandatory.

Switch off rounding: To be checked for all customers.

Price group: Maintain the market to which the customer is linked. This field is critical from a pricing perspective. This field is optional - it is only relevant for customer’s priced based on market.

Customer pricing procedure: The value in this field drives the pricing procedure that will be picked for sales transaction with the customer. Although many pricing procedures are available the ones used in Cytec are:

• maintain “1” for trade customer
• maintain “I” for Intercompany customer (ZINC)
• maintain “4” for Return Vendors (ZRET)

Price List: Maintain this field only for customers identified as distributors. There is only value defined “D1”. This field controls the pricing for distributors.

5.5.3. Shipping

Shipping Conditions: Value in this field determines shipping point and route in sales order. This field is mandatory for sold to and ship to customers. As per the design customer master will be defaulted with “01”. If required the value will be changed when booking a sales order.

Underdelivery Tolerance: Maintain the default values 10% for all the customers. This field specifies the percentage (based on the order quantity) up to which an under delivery of the line item is permitted.

Overdelivery Tolerance: Maintain the default values 10% for all the customers. This field specifies the percentage (based on the order quantity) up to which an over delivery of the line item is permitted.

5.5.4. Billing Documents

Rebate: This check-box should be marked if the customer is to be activated for rebates. This field must be checked for all Sold to party customers.

Incoterms 1: Incoterms are a set of rules which define the responsibilities of sellers and buyers for the delivery of goods under sales contracts. They are published by the International Chamber of Commerce (ICC) and are widely used in commercial transactions. Maintain the Incoterm 1 based on the agreement with the customer. This field is a mandatory field. Default value for Intercompany customers is “EXW”.

Incoterms 2: Use the drill down option and enter the Incoterm 1 selected to get the list of available Incoterms 2. Select the Incoterms 2 applicable for the given customer.

Terms of payment: Maintain this field with payment terms agreed with the customer. This field is mandatory. The Payment term maintained in the Sales Area Data should be the same as the one maintained in the Company Code Data. NOTE! Default Payment Term for Intercompany customers (ZINC) is “Z044– DUE ON RECEIPT”.

Account assignment group: Maintained Account assignment group drives the G/L account to be posted at the time of billing. This field is mandatory for all customers.

• maintain “Z1 – Affiliated Customer” for Intercompany customers
• maintain “Z2 – Non-Affiliated Cust.” for Trade customers

Tax classification: The table Taxes shows the countries from where deliveries to the customer can be made. Maintain the tax characteristics when the customers is shipped from these countries. By default tax classification to be maintained as taxable if there are no special requests from Tax Department. (Brazil and Taiwan, Mexico always ‘0’ unless differently requested).

NOTE! In Italy (so: 7257 Mondovi) and France (so: 7252 Tolouse) some customers are VAT exempt for a limited period of time. When such request has been received from Finance or Tax Department (Data Steward – Giuseppina Barovero, Cristina Cattaneo, Mara Ramondetti), to reflect it in system set Tax Classification indicator to “0 – Tax Exempt” in line for Tax Category MSWT. Also add Sales Text – see next paragraph.

5.5.6. Partner Functions

Information in this tab is maintained to link partners, it defines the responsibility of each partner in a business transaction.

The Ship-to party and Bill-to party cannot stand alone. They have to be linked to a Sold-to.

Sales Account Managers have to be linked to a Ship-to and Sold-to.

Maintain the following partner assignments for the Sold-to:

• Ship-to or the goods recipients where the product ordered should be delivered
• Sales Account Manager
• Bill-to party if the address to send the invoice is different from legal address of the customer
• CR – Forwarding Agent For Heanor customers, if indicated

Maintain the following partner assignment for the Ship-to:

• Sales Account Manager

5.6. Saving the master record

When all the required data has been entered press floppy disc icon to save the new customer master record:

System message confirming successful setup and customer number will be displayed at the bottom of the SAP screen:

Step 6 – Credit Control

Sold-to and Payer account group customers have to be blocked immediately after being set up (go to section Blocking customer for additional detailed instructions on blocking customer record) and then information has to be sent to the Credit Management for review and completion of the Credit data. After their confirmation is received Data Management should check and change the Terms of Payment and assign Accounting Clerk and Account Statement period if applicable. After this is done Data Management may unblock customer and close the ticket.

New account requests and changes in SAP requiring approval should be directed to Erika.Barrows@solvay.com CC: David.Stephens@solvay.com

Email subject : Customer creation/extension/change  - #customer number -  CUSTOMER NAME  - SAP IM

Step 7 – Close the ticket in the Freshdesk system

When the setup is complete and the confirmation is received from Credit Control:

• Add all available attachments (e-mails, VAT validation, and any additional information received from the requester) to the ticket: Attachments -> Add

Describe what exactly was created / changed in the ticket ‘Resolution’. Do not forget to indicate the customer's name and number. Request Accuracy has to be indicated along with Additional Details in case of Incomplete request to help measure quality of requests.

Extending customer to Company Code and/or Sales Area

If an existing customer (Sold-to, Ship-to, Bill-to, Payer ,etc.) has to be extended to another Company Code/Sales Area, follow the same steps as for new customer creation, the important part is to populate customer number field with the number to be extended in the selection screen of Transaction XD01/FD01/VD01.

Example: Ship-to customer #10001064 is created for Sales Area 7218/00/IM. Request is received to extend it to 7223/00/IM:

Account group: of the party to be extended (ZSLD – Sold-to, ZSHP – Ship-to, etc.)

Customer: must be filled with the customer number to be extended

Company Code: to be filled with Co.Cd. for which the customer has to be extended if applicable

Sales Organization: to be filled with Sales Org. for which the customer has to be extended if applicable

Distribution channel:  always “00” if applicable

Division: to be filled with division for which the customer has to be extended if applicable

Hit Enter and populate all required fields with information supplied.

To extend an existing customer to new Company Code/Sales Area the option to create using reference can be used. The information from the reference customer will be copied to the new customer. The fields copied are all Company Code data fields; Sales, Shipping and Billing Document tab fields in Sales Area data. Tax information values are not copied.

NOTE! All business specific fields have to be confirmed by corresponding CSR (requestor) or credit manager (in case of payment terms), e.g., incoterms, ABC class etc.

When extending a customer with reference please note the following:

• there will be an option to change the values that are copied from the referenced customer
• the Company Code and Sales Area details will be copied only if entered in the reference fields

Before extension VAT should be checked – if it is populated for EU country.

Blocking customer

A customer master record can be blocked whenever there is a need to temporarily stop all or part of business relations with a customer. NOTE! Credit's approval is required before performing block/unblock, deactivate/reactivate customers.

In order to ensure that the new customer created is not used for raising sales orders before credit fields are completed, right after completing the setup on Data Management side and before sending information about this customer for Credit’s approval, it has to be blocked. After approval from Credit is received and credit fields are completed, the block can be removed.

Transaction to block Customer Master record is XD05 – Block customer (centrally).

It is possible to block customer for all Company Codes and all Sales Areas or only for selected ones. There are several types of blocks in SAP and each of them have several options to be chosen.

The example below shows a typical set of blocks for a new customer created and awaiting to be released from Credit Control.

European customers (sold-to & payer) without VAT registration number should be blocked for further transactions. Use option “10 – Missing VAT numbers” in Order Block section. Customer has to remain blocked until a valid VAT number is provided.

A block in a customer master record can be cancelled by removing the block indicators and saving the master record.

Marking customer for deletion

A customer master record can be marked for deletion if, for example, Cytec no longer maintains business relationships with the customer. By using the deletion indicator the customer master record is marked so that the corresponding reorganization program later recognizes this master record and deletes it from the database. The master record is only deleted after all dependent data has been deleted. Customer master record can be reactivated by deselecting the Deletion Flag.

NOTE! Credit's approval is required before performing block/unblock, deactivate/reactivate customers.

*In case if we receive request from CS or Data Stewards to re-activate any of accounts that have been marked as a duplicate for some reason, like, order line shipped but not invoiced, please re-activate them immediately .

Transaction to flag Customer Master record for Deletion is XD06 – Mark customer for deletion (centr.).

It is possible to flag all customer areas or only selected Company Codes or Sales Areas.

When flagging customer for deletion it is possible to block deletion of General data or data of a selected Sales Area by placing a respective Deletion block.

Usually flagging customer for deletion is preceded by blocking customer (see section Blocking customer).

Change customer data

To perform any change in Customer Master record use transaction XD02 – Change Customer (Centrally):

Full path: Logistics/Sales and Distribution/Master Data/Business Partner/Customer/Change/XD02 – Complete

To change data in General Data (some tabs) or Sales Area Data transaction VD02 – Change Customer (Sales) can be used as alternative.

Full path: Logistics/Sales and Distribution/Master Data/Business Partner/Customer/Change/VD02 – Sales and Distribution

To change data in General Data (some tabs) or Company Code Data transaction FD02 – Change Customer (Accounting) can be used as alternative.

Full path: Accounting/Financial Accounting/Accounts Receivable/Master Records/FD02 – Change

NOTE! Make sure all required documentation and approvals have been supplied along with the change request before performing actual change in system.

When all the required changes have been performed press floppy disc icon to save the record:

System message confirming change will be displayed at the bottom of the SAP screen:

Display changes

All the changes performed in Customer Master record can be tracked.

To display changes of a particular field open the master record (e.g. XD03) and select Environment -> Field Changes:

An overview of the changes done to the field will be displayed:

Double-click on any value will give more details – time of change and the ID of the person that performed the change will be displayed:

Selecting Environment -> Account Changes -> All Fields will display all changes performed in the customer master record, selection Sensitive Fields will limit the list to changes of customer name, tax and VAT codes:

Account group upgrade

It is possible to change Account Group of customer by transaction XD07 – Change Customer Account Group. Account group upgrade is possible from Ship-to, Bill-to, Payer or Prospect to Sold-to.

The new Account Group has to be entered in the dialogue window:

A message indicates fields that are mandatory to be maintained for customers of the Sold-to Account Group:

Save the record after maintaining the additional information:

NOTE! Missing views have to be manually created after Account Group upgrade is performed:

▪          ZSHP/ZBTP -> ZSLD            create Company Code Data, use FD01 (or XD01)

▪          ZPRS -> ZSLD                        create Company Code Data and Sales Area Data, use XD01

Customer mass maintenance

To perform change of a value in the same field for a list of customers Transaction XD99 – Customer master mass maintenance can be used.

NOTE! Make sure all required documentation and approvals have been supplied along with the change request before performing actual change in system.

Select the field(s) to be changed:

Use search function (binocular) to easily find the field to be changed. Use technical name of the field in search. You can find out technical name of the field pressing F1 when field is selected and pressing Technical Information button:

Technical information of the field will be displayed:

Limit selection as much as possible to perform the change only for the customers that need it:

Use additional options on the bottom of selection screen to amend selection options or add/remove selection fields if necessary:

As example Country field has been added to the list of selection criteria:

Additional field is available now for record selection:

The required new value(s) have to be entered in the designated space above list of customers. It is possible to deselect customers that do not require data to be changed:

Press the Carry Out a Mass Change button. New value(s) will be copied to selected records only:

Press the floppy disc icon to save the changes. Check the message to verify if all the records were changed:

NOTE! The transaction XD99 should be used with extreme caution!

Returns vendor maintenance

New returns vendor creation is required for all new raw-material &packaging vendors. Usually requests related to returns vendor accounts is received from Data operations representatives working with vendor master data.

Request for returns vendor must be submitted as a separate ticket under Customer domain. In request description the following information must be provided:

• vendor number (ZVEN account number) 
• company code
• reference to the initial ticket for new vendor creation

No need to perform any validations and Tradebeam checks as it already should be done by Vendor team.

Returns vendor creation

Display vendor master data 

Use transaction XK03 - Display Vendor in order to display vendor information. 

Vendor: as provided in the ticket description

Company code: as provided in the ticket description; or press on  button and search by vendor number. 

Purch. Organization: always “CP01”

Returns vendor creation

Use transaction VD01 and select account group ZRET - Returns vendor. 

Sales organization: same code as for the company code

Distribution Channel: always “00”

Division: always “IM”

Extensions to other sales areas are created automatically so there is no need to perform extensions if vendor is created for several company codes. DO NOT open company code view for returns vendors!

Returns vendor - general data

Address

You can simply copy-paste all general data information from vendor account. BUT note that information needs to be copied in CAPS LOCK for customers. In should be written totally the same way. In order to make it identical Excel function UPPER can be used. 

Use =UPPER(A2) in cases where you need to convert text to uppercase, replacing A2 with the appropriate cell value of general data field. 

Control data

Vendor: vendor number (ZVEN account group)

Tax information: copy from vendor

Marketing & Contact persons

Leave blank

Returns vendor - sales data

Currency: as per Order currency value in vendor Purchasing data

Switch off rounding: always check-marked

Cust. pric. proc.: always “4”

Shipping conditions: as per Shipping conditions value in vendor Purchasing data

Max. partial deliveries: always “9”

Underdel. Tolerance: always “10”

Overdeliv. Tolerance: always “10”

Brazil, Mexico, Taiwan: always “0”

Rest of them: always “1”

Partner functions

No information to be maintained here for new creations. Returns vendor rarely has partner functions assigned. Most commonly it would be CR - Forwarding Agent but this is not relevant for new creations.

Save the record.

Returns vendor changes & extensions

Once general data changes has been performed to raw-material and packaging vendor, Vendor team must request same change for its returns vendor account.

No validations needs to be done as it already should be done by Vendor team before performing changes to vendor master data. Normally, changes requested will include name and address change. If registration number has changed, new account must be created. 

If Customer team has received request for general data changes and we have returns vendor account with matching details, we should create a ticket for Vendor team to check if this information is applicable for vendor account. Only after their confirmations, returns vendor should be updated. 

Extensions to other sales areas are created automatically so there is no need to perform extensions if vendor is created for several company codes. DO NOT open company code view for returns vendors!

Returns vendor inactivation

There is no need to ask approval from Credit Management if we have received ticket to inactivate returns vendor account due to invalid VAT, or inactive vendor account. 

If request has been received from vendor team, following steps needs to be performed: 

1. After the name add "- INACTIVE"/"- DUPLICATE"/"- INVALID VAT" - according to the reason of deletion; 
2. Add blocks and deletion flags as described in Chapter "Blocking customer & Marking customer for deletion". 

Appendixes

Appendix 1 – Example of a customer setup template

Appendix 2 – Example of Credit Application form for SAP PE1

Appendix 3 – Ticket resolution notifications

There are groups within a company which need to be additionally informed about customer changes, activations or deactivations. In a few specific cases we need to inform them manually, while for the majority of situations they receive automatic ticket resolution notifications with the information they require.

NOTE! Please make sure that you always check ticket categories and amend if necessary, otherwise this arrangement won’t work. Also please remember that only ticket resolution texts are forwarded to the groups in question, not the attachments (in case there is a relevant attachment to the ticket –please forward it to them manually).

CYTEC PRICING TEAM

EVERYTHING IS COMMUNICATED AUTOMATICALLY

Data Management doesn’t need to inform this team manually about any changes – they will receive automatic ticket resolution notifications for the following categories of requests:

-          Customer (change)

-          Customer (new)

-          Customer (delete)

They are interested in changes of payment terms, name changes, Sold-to activations/deactivations, reassignments of sales representatives and new customer creations. Please don’t forget to indicate in ticket resolutions what the previous value (e.g. old payment terms) was in the system and what the new value (changes implemented) is.

In case something doesn’t work, e-mail address of Pricing Team for manual notifications is: gmupricing@solvay.com

TAX DEPARTMENT

EVERYTHING IS COMMUNICATED MANUALLY

Tax department should always be informed about new US customer setups, i.e. all new Sold-to and Ship-to customers located in the US and at the same time created for US. Supporting documentation should be forwarded to the Tax Department along with new Sold-to/Ship-to number; also legal entity should be included for which setup was required.

1237 - na-us.cytectaxdept@solvay.com
1246 - taxnewcust.na-us@solvay.com

Appendix 5 – Changes/Approvals/Creations table

Appendix 6 – Requestors and Data Stewards

Appendix 7 – Required documentation

A request for customer setup/maintenance must be accompanied by approvals and the documents listed below. Every request for a customer setup or maintenance should be requested through Freshdesk  ticketing system.

Up to date request requirements, which include  required documentation, can be found here.

New customer setup / Customer re-activation /  Account group upgrade*

(Regular Sold-to / Non-trade Sold-to / Payer)

• Filled Data Setup Request (all orange fields – mandatory)
• Filled Credit Application form
• A copy of the PO. Vendor name (Solvay site) should be correct – match the extension, otherwise creation/extension will not be approved by credit.
• State Resale Certificate and/or a manufacturing exempt information (if applicable, for customers having ship-to locations in US)

*  Account group upgrade is possible from Ship-to, Bill-to, Payer or Prospect to Sold-to. Go to section Account group upgrade for more details.

Active BAAN customer extension to SAP PE1

• Filled Data Setup Request (all orange fields – mandatory)
• A copy of a PO

Customer extension / New ship-to, bill-to, prospect

• Filled Data Setup Request (all orange fields – mandatory)
• A copy of a PO (for sold-to mandatory)
• For Ship-to – State Resale Certificate and/or a manufacturing exempt information (if applicable, for customers having Ship-to locations in US)

Sold-to / Payer name, registration code changes

• Official letter from the customer supporting the change (a PO or an email from the customer are not sufficient – a notification can be sent via email, but it has to be an official letter)

If it is a simple name/address change, we can update the existing customer. If a change of ownership took place (mergers, acquisitions, restructuring), we have to set up a new record that requires documents mentioned for new customer setup.

Sold-to, Bill-to, Payer address changes

• Official letter (if available);
• Purchase order or e-mail from customer can be accepted.

- To set up Sales Account Manager filled data setup request form should be provided. Requests should come only from Claire-Downing Smith.

- To set up Ultimate Consignee, Buyer, Freight Payer, Commissions Agent no documents are required, supply customer Name and Country and indicate SAP Number of existing Sold-to for link.

- To set up End User, Customer Service Representative, Credit Manager no documents are required, customer Name and Country is sufficient.

- To set up Returns Vendor as customer no documents are required, respective Vendor number has to be provided.

- To set up Intercompany please refer to SAP Intercompany Workinstructions.

All other changes may be requested by filling Customer Master Data Maintenance Request or in a text message through Freshdesk (FD)  ticketing system or alternatively

Appendix 8 – How to find and display order?

Sometimes it may be useful to find out who created a certain order in SAP. This can be used, for example, to determine a correct person to turn to when the VAT# of the customer changed, a new account has been created, and in order to block the old one all open orders need to be reassigned.

Transaction to display an order is VA03 – Display Sales Order. Fill Order number in the selection screen or use Search options to find it by Sold-to customer number:

Always press Search button, otherwise system will not execute the search. 

It is advised to sort the results by Document creation date if there is a lot of results. Then select double-click on the line you want to view. 

Press Display doc. header details button to see more information about the order:

You will see Order Type, Sales Area, user ID who created the order as well as order entry date:

In Partners tab all involved parties are displayed including Sales Account Manager and Customer Service Representative:

Here you can also see if any of the partners has been changed manually on sales order level by CSR. 

In order to display all changed done in the order, go to Environment - Changes:

Transaction to display several orders is VA05 – List of Sales Orders.

Fill in selection screen with necessary data, maintain information in Organizational data as well:

As a result you will see a list of orders that match selection criteria entered. You can adjust columns of the table as per your needs:

Appendix 10 – Transportation Zone coding

Transportation Zones are dependent upon Country Code master (T005). Customer, Vendor and Routes are dependent upon Transportation Zones.

Transportation Zone is defined based on Country Code (CC) and Postal code (PP..) as follows:

• For US:                      Country Code (US) + first 3 symbols of postal code, CCPPP (Example: US750 if the postal code is 75053-2029)
• For other countries:   Country Code + first 3 symbols of postal code if postal code is less or equal to 5 symbols, CCPPP
                                   Country Code + first 4 symbols of postal code if postal code contains more than 5 symbols, CCPPPP
• For countries which do not have zip codes (e.g. Ireland) : SAP Country Code + 3 or 4 zeros, CC0000.

Inner spaces and dashes are eliminated before concatenation:

Ex1: Country CA, Post code H7L 4R9 = 6 symbols = CCPPPP = CAH7L4 (no space)

Ex2: Country KA, Postal code 110-360 = 6 symbols = CCPPPP = KA1103 (no dash

Appendix 11 – Sales Account Manager setup (ZSAM)

Sales Account Manager creation and modification requests should be received only from Clare Downing Smith. If request is received from any other person, Clare's approval must be obtained before setting up or changing information on ZSAM accounts.

For SAM maintenance use T-code VD01/VD01/VD03

Account group: ZSAM Sales Acct Manager

Customer: must not be filled, a number will be given automatically as per defined number range at the moment of saving the new record, see section Customer Master Account Groups for number range assignment.

Sales Organization: to be filled if necessary with areas for which the customer has to be opened, see list of Sales organizations in Company Codes and Sales Organizations. Provided by requester. 

Distribution channel: always “00” – Cytec Distribution

Division: “IM” for Industrial Materials Customers; “AM” for Aerospace Materials Customers. Provided by requester. 

General data view: Address

Name: Sales account manager full name in CAPS LOCK

Search term 1: should capture SAM’s name

Street: SAM office address should be captured instead of private address, most of the fields are optional for ZSAM address (postal code+country mandatory)

Postal Code: Postal code / ZIP code as part of the address. SAP provides standard postal code format checks depending on the country maintained.

City: City name as part of the address. For some countries SAP may overwrite the City name with a value depending on Postal Code.

Country:  Country key contains information which the system uses to check entries such as the length of the postal code or bank account number. The two-character ISO code is used.

Region: State / Province / County. Choose according to the City, should always be populated for US and Canada and optional for other countries.

Transportation Zone: not used

Language: always "EN English"

Telephone: SAMs office Telephone number. Optional information. 

Mobile: Mobile telephone number, consisting of dialing code and number, but without the country code. Optional information. 

Fax:  Fax number, consisting of dialing code and number, but without the country code. Optional information. 

E-Mail: Use to capture SAMs  e-mail address (will show up on orders in partner functions). Mandatory information. 

StandardComm.Mtd: Standard Communication Method for documents. Choose between “E-mail” and “Fax”. E-mail is the preferred Standard Communication method.

General data view: Control data

No information to be populated here. 

Sales data view: Sales

Sales District: Geographical Classification of responsibility area of Sales Account Managers. Determined by sales organization if not requested else-wise: 

And save the record.

Note! Inform DM  Customer Master Specialist about each new creation or general data changes, so that the maintenance template can be updated with the new value!

Appendix 12 – Parent Account Setup (ZPAR)

Parent account setup and change requests should be received only from Credit Department. Along with the request they usually provide general data information (D&B report) for Parent setup. For ZPAR creation and maintenance use T-code FD01/FD02/FD03:

Account group: ZPAR Parent Customer

Customer: must not be filled, a number will be given automatically as per defined number range at the moment of saving the new record, see section Customer Master Account Groups for number range assignment.

Company code: to be filled if necessary with company codes  for which the customer has to be opened, see list of company codes  Company Codes and Sales Organizations.

General data view: Address

Name: Parent company name full name in CAPS LOCK followed by PARENT (DO NOT USE)

Search term 1: Should capture Parent's account name 

Street: Should capture Parent account address

Postal Code: Postal code / ZIP code as part of the address. SAP provides standard postal code format checks depending on the country maintained.

City: City name as part of the address. For some countries SAP may overwrite the City name with a value depending on Postal Code.

Country: Country key contains information which the system uses to check entries such as the length of the postal code or bank account number. The two-character ISO code is used.

Region: State / Province / County. Choose according to the City, should always be populated for US and Canada and optional for other countries.

Transportation Zone: not used

Language: always use "EN English"

Telephone: Telephone number, consisting of dialing code and number, but without the country code. Optional information. 

Mobile: Mobile telephone number, consisting of dialing code and number, but without the country code. Optional information. 

Fax: Fax number, consisting of dialing code and number, but without the country code. Optional information. 

E-Mail: Use to capture email address. Optional information. 

StandardComm.Mtd: Standard Communication Method for documents. Choose between “E-mail” and “Fax”. E-mail is the preferred Standard Communication method.

General data view: Control Data 

Tax information: Tax number or VAT number of the Parent customer. Use Tax number/VAT provided from D&B report or leave blank if not available. 

Company Code Data view: Account Management 

Recon. account: 11000100

Sort key: 001 

Company Code Data view: Payment transactions

Terms of payment: can be aligned with the subsidiaries or defaulted to standard terms Z001. 

Tolerance group: ARTG 

Payment history recorded: always check-marked

Selection rule: 001 

Company Code Data view: Correspondence

No information must be maintained here. 

Extras - Blocking data 

At the end of the setup, account must be blocked for posting:

Appendix 14 – Customer Invoice Email Job setup

When a new customer who wants to receive invoices via email is set up, it is required that the customer number must be added to the jobs which control email and paper (print job) of invoice output. The variants of the invoice output to be updated are as follows: 

Note! Z_EMAIL_7257 (Mondovi) variant is not updated because it manages email by s small static exclusion list and prints all invoices.

Enter transaction ZVAR_CHANGE and select variant name from drop-down list program variant that must be updated, and then press Execute.

2. You can add or remove customer numbers in the Payer customer list.

3. After opening the list, go to the end of the Select Single Values tab by dragging the scroll bar to the bottom, click inside the first empty field  and paste the customer numbers using the Upload from Clipboard icon (Ctrl+V also works). Then press Execute icon to complete the update.

4. This action will take you back to the Edit Variants screen. Save and Exit to return to the screen to select another variant to change.

Next, update the print job variants for new customers who should not receive printed invoices. This is usually the same customer numbers you have just added into the Email variants. Select Print variant name and press Execute.

 The only difference here is that you will update the Exclude Single Values tab so these customers will not receive prints. NOTE! Email is managed by inclusion. Print is managed by exclusion.

Repeat it for all other Print variants (excludes 7252 Toulouse). 

 You can also download any of these lists by selecting the Download Payers button in ZVAR_CHANGE main screen.

Note the location to where this file will always be downloaded on your computer.