Tasks to be completed when creating an operating procedure (from creation to publication)

  1. Enter the Title of the procedure.
  2. Add the following Labels Labels: 
  3. Fill all fields as described
  4. Once the procedure is completed, publish it using the PtP Procure to Pay approval workflow


 Table of contents 

By default the table of contents displays Heading 1 & Heading 2 (other levels can be added)


Scope

1. Remove the icon(s) when not applicable

2. Add countries when the procedure is for a specific country (optional)

ERP

3. Remove the icon(s) when not applicable

  

References

4. Add the link to SAP procedures (when it exists)

Attachments

5. Add the link to attachments (to be stored in AODocs or GDrive) or external links  

Objective and Scope

The scope of this procedure is to explain how to handle and process Solvay Group Company requests, named Intragroup requests, received to be processed at Client Level.

Intragroup requests

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 the HQ mailbox (brussels.codifhq@solvay.com) or through the Freshdesk ticket service. In any case, the information given has to be accurate and in compliance with the rules mentioned in this procedure.


  • 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):


You can analyse all the establishments linked to the company needed by selecting the line and clicking in DISPLAY:


Then click in "All establishments" or "Valid establishments":

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


To enter an establishment, double click on it. It is 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’).


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


By clicking in the field Address you will be able to see the companies address, complete search term and contacts:


  • SE16

Table T001 - will provide the company codes information (local view)

Table T001W - will provide the plant codes information (local view) 

Master data creation

All the information received of the company must be checked in the transaction ZPRC.



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 ;

If a company changes of location, the new address must be entered in all the vendors and customers concerned;


 When a request comes from other team than APDM, confirmation must be asked to the APDM team.

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".


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