Author(s)	Verification	Approval
Perla Chagas BO EU Data & Analysis Operator	Luís Dias SRM Team Leader	Sara Fonseca Data Manager XXXXXX Data & Analysis Process Expert
27.06.2018	17.08.2018	22.02.2019

Version Control

Version	Date	Description
00	27.06.2018	New document

Table of Contents
1. INTRODUCTION
1.1. Objectives and scope of this procedure
1.2. Requirements
2. STEPS OF THE PROCESS
2.1. To edit the matrix
2.2. To add lines
2.3. To delete lines
2.4. Currency of reference
2.5. Freshdesk ticket handling
3. REFERENCES
4. ATTACHMENTS

INTRODUCTION

Objectives and scope of this procedure

This OP explains how to maintain the Purchasing Matrix in SRM7.

Requirements

Changes must be validated by the Purchasing Key User for the region (check on list below):{+}https://docs.google.com/spreadsheets/d/1_5H3sPBO7bN3HJvOcx_hRUsmujwLHhYKoTXEpmRxU3M/edit#gid=2051071738+
The amount must follow the PtP Simplification: the lower threshold of 10k€ (or equivalent) is applied globally. This amount can only be changed if new Simplification rules are created.

STEPS OF THE PROCESS

To edit the matrix

Go to BP2 – transaction SM31

Data Operations > SRM7 Purchasing Matrix Maintenance > image2018-7-31 11:25:9.png

Data Operations > SRM7 Purchasing Matrix Maintenance > image2018-7-31 11:25:34.png

#	Main activities	Tips / Best practices	Key points
1	Insert table ZWPUT036
2	Click in "maintain" button
3	Confirm the message

To add lines

Data Operations > SRM7 Purchasing Matrix Maintenance > image2018-7-31 11:26:15.png

Data Operations > SRM7 Purchasing Matrix Maintenance > image2018-7-31 11:26:48.png

#	Main activities	Tips / Best practices	Key points
4	Click on New Entries
5	Enter the region		Regions AP: Asia Pacific NA: North America LA: Latin America EU: Europe
6	Enter the domain or segment
7	Flag the option if it is for project
8	Enter the amounts	1^st net price for lower amount 2^nd net price for higher amount
9	Select the action to be performed by the purchasers		Actions Empty: the system will not take in consideration Approval: the system will send the work item for approval Review: the system will send the work item for review
10	Save

Note: after created the new line, it is possible to change the "roles" of the purchasers. However, it is not possible to change the amounts.
To correct the amounts, the line must be deleted and then a new line must be created.

To delete lines

Data Operations > SRM7 Purchasing Matrix Maintenance > image2018-7-31 11:27:45.png

#	Main activities	Tips / Best practices	Key points
11	Select the line
12	Click on delete button
13	Save	Without saving first, the system will not allow to create another similar line after

Currency of reference

In BP2, go to transaction SM30, enter the table TVARV

Data Operations > SRM7 Purchasing Matrix Maintenance > image2018-7-31 11:28:26.png

#	Main activities	Tips / Best practices	Key points
14	Enter the table TVARV
15	Click in maintain button
16	Confirm the message

Data Operations > SRM7 Purchasing Matrix Maintenance > image2018-7-31 11:29:41.png

#	Main activities	Tips / Best practices	Key points
17	Go to tab Selection Options
18	Select the line ZWPU_MATRIX_CURRENCY
19	Click on the pencil to make the changes
20	Click on the button of multiple selection

Data Operations > SRM7 Purchasing Matrix Maintenance > image2018-7-31 11:30:13.png

#	Main activities	Tips / Best practices	Key points
21	Go to tab Select Ranges
22	Change the currencies
23	Click on copy to confirm
24	Save

Note: this change is done only if requested/necessary.

Freshdesk ticket handling

When a ticket arrives to the PTP D&A SRM Freshdesk Group, the ticket is pick up by a team member.
The ticket needs to be updated (if needed) to the correct classification "PTP Request ", PTP-Process "Data & Analysis, PTP-Subprocess "SRM7" and PTP-Category "Approval structures maintenance".

Make analysis of the request to see the person responsible to validate the request.
Check if the ticket requester is the Site Application manager /WW Controller/Purchaser Key User or was validated by Site Application manager/WW Controller/Purchaser Key User. To check the person responsible to validate see the link below:

{+}https://docs.google.com/spreadsheets/d/1_5H3sPBO7bN3HJvOcx_hRUsmujwLHhYKoTXEpmRxU3M/edit#gid=2051071738+
If not an approved requester, the team contact the Site Application manager (AM)/WW Controller/Purchaser Key User to validate the request. (1)
§ Change the status of the ticket to "Need for more information"
If yes, proceed with the changes

Make the necessary changes
After the modifications are done the team member Inform all involved parties in the loop of the changes made.

The ticket can now be closed.
§ Change the Ticket status to "Closed".
(1) When an email is sent asking for more details (requester) or some kind of approval (AM + WW Controller), always put all involved parties in the loop (Requester + AM/WW Controller);
- If no feedback was provided, after 3 days we send the 1st reminder asking for feedback;

- If no feedback was provided, after 3 days we send the 2nd reminder asking for feedback;

- Finally if no feedback was provided, after 3 days we send a 3rd message with the following text:

*Dear xxxx,
As we didn't received any feedback for our question/s it's not possible to our Team proceed with your request.

Please be informed that we need your site Application Manager/ WW Controller/Purchaser Key User approval to proceed with your account creation as requested (for example).

Dear Application Manager, we will proceed with the closure of this ticket.

If you can provide us the requested feedback please just reply to this message and the ticket will automatically re-open in order to our Team proceed with requested actions.

Always at your disposal,
SRM Team*

REFERENCES

ATTACHMENTS

No document attached.

End of document