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Objective and Scope

Objective of this Procedure

This document describes the process to handle Customer Master Data to create, modify and extend a new/existing customer accounts in PRS (PF1_50) and RCS (WP1_400) environment and describes the roles and responsibilities of each actor in this process.

Scope

Data Operations Team based in Riga is responsible to handle all Technology Solutions, Composites, Novecare Customer Master Data for all regions and Intercompany extensions and Sales area data updates. 

Requests for Intercompany customer record general data creation/general data modification are within Lisbon SBS team’s scope.


Definitions

Abbreviation

Description

Abbreviation

Description

Abbreviation

Description

PRS

Permanent Reference System (PF1_50)

COA

Certificate of Analysis

ICIntercompany

RCS

Rhodia Core system (WP1_400)

MSDS

Material Safety Data Sheet

DBA

Doing Business As

SBS

Solvay Business Services

NAM

North America

T/ATrading as

PO

Purchase Order

LAM

Latin America

C/OCare of

PO BOX

Postal Office Box

EMEA

Europe Middle East Africa



WF / CWF

Customer Workflow

APAC

Asia Pacific



SO

Sales Organization

TrZones / TZ

Transportation Zones



FD

Freshdesk

CRM (a.k.a. SF)

Customer Relationship Management (Salesforce)



CSR

Customer Service Representative

FAO

For the attention of








General Data

FieldDescription
NameThe legal name of the customer. In this line the name should not be longer than 35 characters. If the name exceeds 35 characters, second line (Name 2) is to be used for next 35 characters. 
Name 2Most commonly used for DBA, T/A, C/O, FAO name. If it is too long, DBA, T/A, C/O, FAO name can be added to Street 2 field. 
Name 3NOT USED
PreviewAllows to preview the format of customer address entered. Can be used only after all mandatory fields has been populated in CWF. 
StreetDisplayed after Street 2 (when Street 2 is also maintained). Max number of characters is 35.
House NumberHouse Number
Street 2Max number of characters is 40
Street 3Is not printed on Order confirmation, but is printed on Invoice
Street 4Max number of characters is 40
DistrictAuto-filled for Canada and USA
Postal CodePostal code/ZIP code as part of the address. SAP provides standard postal code format checks depending on the country maintained. If there is no postal code for the address created but it’s mandatory to have it for the country, use ZERO(s) (replacing each expected character by zero).
CityCity name as part of the address
CountryThe country key contains information which the system uses to check entries such as the length of the postal code or bank account number.
RegionMandatory for all countries. Select from the drop-down list. 
Transportation zoneUse default value ‘XXXXXXXXXX’. For  modifications, if TZ is already populated with any other value, leave it as it is. Correct it in WP1 only.
Jurisdiction codeMandatory or US and Latin America, not necessary for Europe. Automatically populated.
Account GroupSelected customer account group.
Language

Language used for customer documentation. This is the language used commercially by the customer. It is used at sales text level (will be printed on all commercial forms: order acknowledgement, dispatch notes, etc.)

Language of existing customer account  should not be changed without notifying responsible CSRs, since it has a direct impact on current documentation for customers.  Language can be modified only after all assigned CSRs confirm, that there are no text notes or documentation which can be impacted by this change.


Search Term 1Should capture the "essence" of the customer name



Postal Address

FieldDescription
PO BoxIf a PO Box address is specified, the printing of the PO box will be used instead of the physical address for Sold-to, Payer and Bill-to accounts. It is forbidden to add PO Box as address for ship-to accounts.
PO Box Postal codeIf PO Box field has a value, PO Box Postal Code field has to be populated. 
PO Box CityTo be populated if the City of PO Box address is different from City of main physical address.  
Payer to Sold-toAlways check-mark it if Payer address matches Sold-to address. If Payer and Sold-to address is different, separate CWF's needs to be created for each account group.   

International Versions

Specific requirements for Thai, Korea, Japan & China entities. Translation to local language should be maintained in SAP through CWF for all relevant accounts. This information should be provided as part of CRM request or in request form. 

Mandatory for local China customers





Test for Info


Test for Note


Test for Tip


Test for Warning


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SAP PF1 & WP1 Customer Maintenance 2