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Objective and Scope

Detail and explain how to handle and process Solvay Group Company requests , named Intragroup requests, received to be processed at Client Level (updates in PRS).

The scope of this IOP is to explain how to update Intragroup Requests received either via:

• email requests through ptp-data.analysis@solvaysbs.freshdesk.com mailbox;
• via Workflow requests in PF1_050 (PRS)
• Validation in Wp1_400 (only should be submitted by a member of APDM team)

 

Definitions :

• PRS: Production Reference System
• Intragroup: Companies belonging to the Solvay Group.
• Enterprise Structure responsable:  Philippe Vanloeij
• Functional responsible: philippe.vanloeij@solvay.com ; Raphaël Vermeylen (General Secretary-Corporate Affairs) or APDM team
• Intercompanies Expert : Viviane Beraud

 

Main Part

The contents and responsabilities are described in the steps below:

 

Intragroup requests - main inputs

When handling Intragroup requests, it is necessary to gather and analyze inputs which exists data in the system, concerning the Solvay Group customers and vendors.

This data can be collected from the existing information already inserted in SAP, using transaction ZPRC, in order to complete and confirm the information given by the requesters.

These can submit requests to update Vendors or Customers, using either the Workflow tool; or the D&A EMEA mailbox (e-mail sending).

In any case, the information given has to be accurate and in compliance with the rules mentioned in this procedure.

 

Inputs from Transaction ZPRC

ZPRC

Via transaction ZPRC it is possible to check the existing inputs for all the Solvay Group companies:

 

 

Once inside the transaction, it is possible to select the necessary data according to the given inputs (e.g. country, corporate group number, trading partner, company name, among others):

 

 

Intragroup Companies

Depending on the selection performed the accuracy of the results may vary:

 

 

In this area it is possible to identify the Enterprise Code (Trading Partner), in the column ‘Ent.’ mentioned above.

To select a specific company, click on the grey button for entire line selection and afterwards, select ‘Display’  :

 

 

 

Enterprise Data

Once inside, the following inputs can be analysed and retrieved, among others:

• • • • Abbreviation;
      • VAT Number;
      • Eurovente;
      • Enterprise references (naming, type);
      • History of the enterprise creation;

 

 

If inserted, it is possible to obtain in the field ‘Eurovente’ the correspondent ‘Customer Number’.

(FYI, Eurovente is the name of the ERP used by Solvay Chemicals and Plastics before the start of PF1_020 in 2000/2002)

 

Note: For Vendors, the Search Term corresponds to the ‘Abbreviat.’ of the plant.

 

In order to obtain the history data concerning the company chosen, click once on ‘EN’ and on the ‘Display text’ button:

 

 

Any relevant input(s) for this company can be collected in this area (if communicated):

 

 

 

Valid Establish

To check detailed data concerning the various establishments of a company, enter the button ‘Valid Establishments’:

 

 

Once inside, the list containing the various establishments and its features is presented.

This contains indications of the ‘Country’, ‘Establishment Name’, as well as ‘Site medium name’ (city).

It is also possible to detect in this area, the information concerning which of them is defined as the prime Establishment: marked as ‘PRI’ and is the establishment which corresponds to the Payer (Z**1) or (Z**4)+(Z**8). We can have two Z**1 but the main payer should have the main Credit, if the credit is not the same for the two payers than we need to split and create one Z**1 and other Z**4(any doubts please ask for help APDM team)

Finally, it is also possible to determine which one has the feature of ‘Administrator’ (‘ADM’).

 

To enter an establishment, double click on it. The following inputs will appear among others:

• • Abbreviation;
  • Eurovente;
  • Enterprise references (naming, complete city name);
  • Activity Sector(s),

 

 

 

 

Address Information

By clicking on the Address button  it is possible to retrieve, among others, information concerning:

• • Address;
  • Search Term;
  • Language;
  • Name;
  • Communication data;
  • PO data

 

 

 

 

Handling of Intragroup requests – General Rules

Customers & Vendors

The requests for master data update (creation or modification) can be originated either from:

• • Workflow requests (sent via transaction SBWP) PRS;
  • Or via email requests sent to ptp-data.analysis@solvaysbs.freshdesk.com for manual maintenance
  • Or validation in WP1.

 

Note: Requests for Solvay Group Companies master data manual maintenance can only be made by Philippe Vanloij or APDM team

Philippe never asks to create or modify or delete a customer or a vendor. He sends, to a large list of people, mails for information mentioning that a Company has been created, or deleted, or changed of location.

 

Facing this, it is necessary to perform the following:

• • If a new company is created, you have to create at least a vendor and a customer (payer) corresponding to the head office (depending on the company structure);type of account group Z**1?
  • If a new establishment is created for an existing company, a vendor and a customer have to be created with the address of the new establishment;type of account group Z**8
  • If a Company is deleted, you have to mark for deletion all the vendors and customers already created; first to check if exist open items?or for these situations we only block at orders?
  • If a company changes of location, the new address must be entered in all the vendors and customers concerned;
  • If a company is sold to another Group, there are specific changes to do.
    
    

For all the mentioned situations related with this task, it is necessary to confirm the actions to perform with Support.

 

In conclusion, when a request comes from another people than Philippe or APDM, confirmation must be asked to the Support team APDM.

 

For Customers, the account group selected for Payers must always be Z**1.

 

For Vendors, the account group concerns Normal Vendors (Z***)

 

The Group Key must be 0000800001 for PF1 and for WP1 is GRCL200131

 

The Trading partner field is mandatory. This corresponds to the Company Code number, please be aware on the difference at company code on both Systems(PF1 and Wp1)

 

For Customers, the classification must be "G" (including for RHODIA ex SOLVAY) and for vendors "Segmentation" Classification "G"

 

Duplicate payers are authorized when customers are linked to different plants.

 

Before approving these requests, it is necessary to check if the Establishment exists in the system. For this it is necessary to check in ‘Valid establishments, via transaction ZPRC (mentioned in this procedure). If the city has already been created in the system, then it is correct to handle the creation of the Payer.

 

For European Vendors, the VAT number is mandatory (even if the vendor has to be used in an American Company)

 

Please note that trading partner can never be changed, even if the company is sold to another Group, if needed please validated with Process Expert for Intercompanies "Viviane Beraud"

 

The following data has then to be correctly inserted:

• • Corporate Group (mentioned above in Group Key),
  • Customer Classification: G (Intragroup);
  • Vendor (/Customer) Number (if it exists);
  • Communication Data (again if it exists);
  • Search Term: equal to the data in the Abreviation (found using transaction ZPRC);

 

 

Ship-to

For Ship-to, trading partner and corporate group are not mandatory.

Nevertheless, for Solvay, if such input is known, then it can be added, this input is irrelevant).

 

Important Notes :

 

CAM List(approval bank data)

http://teamsites.solvay.com/sites/DCFI-CC-GAC/Lists/List%20of%20Companies%202008/AllItems.aspx?View={17C4641C-9357-4D93-BFE8-CDE432151DB6}&FilterField1=Cy_x0020_Code_x0020_in_x0020_SAP&FilterValue1=0001

 

(CICC bank accounts)

http://solia.solvay.com/irj/portal/Services/CICCOnline_AboutUs

 

create BIS Customer 3851607 INTRAGROUP

"GAR
list of companies" :
https://wiki.solvay.com/display/public/SBSPTP/Gar+companies+List

 

For the status of a company, you can also look at table ZZF_T001_MGT_V.

 

Intragroup companie rules:

Merged companies(do not block at company code “all vendors or customer”)

 

 

Processing Intragroup Requests

 

Workflow Requests

SBWP

Enter in transaction SBWP and check in the preview screen the existing Workflow requests which concern Solvay Group. Usually it is distinguishable through the Customer or Vendor’s Name

 

 

Double click on the request and process it according to the rules mentioned in this procedure.

In case of doubt(s) contact the Support team.

 

 

Workflow Requests

 

Enter inside Freshdesk mailbox Data & Analyses EMEA and check the existing email requests related with Intragroup data.

 

 

Handle the request according to the rules mentioned in the procedure.

Again, in case of doubt(s) Support team(APDM) must be contacted.