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	IC	Intercompany
RCS	Rhodia Core system (WP1_400)	MSDS	Material Safety Data Sheet	DBA	Doing Business As
SBS	Solvay Business Services	NAM	North America	T/A	Trading as
PO	Purchase Order	LAM	Latin America	C/O	Care 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

Customer creation via workflow

PRS (PF1) is the main system where all customer general data is stored. It’s connected with WP1 where data is transferred after submitting a Workflow.

Workflow submission

Once logged you can access your Business Workplace (Workflows) by entering transaction Z1S_CWF_REQUEST.

Data Operations > SAP PRS & RCS Customer Maintenance > WF - Transaction.png

There will be 3 options available:

New customer creation

Used to create Workflow for new customer creation. To proceed populate customer name, city and country,

Should not be used anymore. All new creations must be initiated in CRM, except Composite materials and Aero (for these GBU’s WF for creation/modification have to be submitted manually using new customer creation).

Existing customer data modification

If customers general data needs updating, it should be changed through WF by entering PRS account code and modifying as requested. Both Payer and Sold-to should be updated accordingly.

Display or change an existing request

Used to display or modify WF. Workflow created in Salesforce has status - N-SAVED, therefore it’s not visible in WF inbox before Data Team modifies and saves it by using Display or change an existing request.

Data Operations > SAP PRS & RCS Customer Maintenance > WF - Customer Creation Request Mngm.png

Transaction Z1S_CWF_REQUEST_LIST can be used to review the list of requests and their current status.

If Salesforce generated WF for incorrect account group, or you want to create payer and sold-to in one WF, in order to avoid double work caused by separate account creations, you can use the steps described below:

Use transaction Z1S_CWF_REQUEST
Fill in search term, city and country, which exactly matches with information from Salesforce request for account conversion.
Select new account group you need.
In the result list click “Create from Request number “ and specify the request number received from Salesforce.
Check if the account group has been changed correctly.

See below fields to be completed/verified in the Workflow:

Header

Data Operations > SAP PRS & RCS Customer Maintenance > WF - Header.png

Field	Description
Company code	default 4274
GBU	corresponds to GBU for which customer creation, modification is needed - can be determined by division provided.

General Data

Data Operations > SAP PRS & RCS Customer Maintenance > WF - General Data.png

Field

Description

Name

The 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 2

Most 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 3

Not used

Preview

Allows to preview the format of customer address entered. Can be used only after all mandatory fields has been populated in CWF.

Street

Displayed after Street 2 (when Street 2 is also maintained). Max number of characters is 35.

House Number

Street 2

Max number of characters is 40

Street 3

Is not printed on Order confirmation, but is printed on Invoice

Street 4

Max number of characters is 40

District

Auto-filled for Canada and USA

Postal Code

Postal 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).

City

City name as part of the address

Country

The country key contains information which the system uses to check entries such as the length of the postal code or bank account number.

Region

Mandatory for all countries. Select from the drop-down list.

Transportation zone

Use 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 code

Mandatory or US and Latin America, not necessary for Europe. Automatically populated.

Account Group

Selected 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 1

Should capture the "essence" of the customer name

Postal Address

Data Operations > SAP PRS & RCS Customer Maintenance > WF - General Data (Postal Address).png

Field	Description
PO Box	If 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 code	If PO Box field has a value, PO Box Postal Code field has to be populated.
PO Box City	To be populated if the City of PO Box address is different from City of main physical address.
Payer to Sold-to	Always 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

Data Operations > SAP PRS & RCS Customer Maintenance > WF - International version.png

General Data 2

Field

Description

VAT Reg. No.

VAT registration number for EU countries. This code is mandatory for European Union customers, it allows Intrastat reporting and this code has an impact on invoicing. VAT structures and validation steps can be found in Tax number validation (Europe). Mandatory for payer and sold-to accounts, optional for ship-to.

Tax Code 1, 2, 3, 4

Corresponding tax codes will appear based on the country of the customer. Validation steps for countries outside EU can be found in Appendix Tax number validation (LAM, NAM, APAC). For more information of these requirements you can refer also to Appendix 17 - Requirements for Tax Numbers. Alternatively, you can press F1 in the selected field in order to determine which of the fields is to be used for each country and purpose. If the Tax field needed is not appearing in CWF it can be added manually in PRS and RCS.

Tax Code 5

Mandatory field to be populated for Chinese customers.

City code

Choose from the drop-down list - city which matches the address or the closest one. Drop-down list options is based on selected region. If incorrect regions selected, you will not be able to locate the correct city code.

DUNS data

Only DUNS direct & global ultimate codes to be added if available. Detailed explanation can be found in Appendix 6.

Reason absence DUNS:

Leave blank if DUNS direct & global ultimate codes have been populated.
UKN (not found in DUNS) - if customer does not have any of DUNS codes.
SGL (Single location) - if customer has only the Direct DUNS code on the website. Populate direct code and select SGL.
TBD (To Be Determined) – should not be used. Either you find the DUNS number or determine the reason of absence. Used in rare cases if DUNS website cannot be accessed etc.
DEL (Deleted) – when we are inactivating customer, DUNS codes must be deleted and Reason of DUNS absence must be replaced with value “DEL”.
C-O (Care Of) – if it is a Care of customer, leave DUNS code fields empty and add the reason

If customer changes their address, DUNS Code also must be changed. Each address has its own unique code. As it is a modification, the DUNS code should be updated through WF.

Phone/Fax/Mail

General contact information of customer. Most commonly can be found in header or bottom line of Purchase order.

Data Operations > SAP PRS & RCS Customer Maintenance > WF - Phone Fax Mail.png

Field	Description
Telephone	Telephone number, consisting of dialing code and number, but without the country code. If the telephone number consists of a company number and an extension, the extension must be entered in the field ‘extension’.
Fax number	Fax number, consisting of dialing code and number, but without country dialing code. If the fax number consists of a company number and an extension, the extension must be entered in the field extension.
E-Mail Address	Customer general email address.

Credit (for Payer only)

Information populated in Credit tab is automatically sent to Credit Management once workflow has been submitted for approval to Data Controller.

Field	Description
Cred. Contr. Area	default value “SOLV”
Bus. Credit Need	depends on the requested payment terms. Check CRM request. AD Advanced Payment - used for Payment terms Cash in advance ON Online Payment - used for Payment terms Credit Card SP Secured Payment - used for Payment terms Cash against documents UN Unsecured Payment - used for all other Payment terms
Currency	automatically populated as EUR.
Est. Yrly Turnover	Check CRM request. Note that this value needs to be entered in currency EUR.
1st Order value	Check CRM request. Note that this value needs to be entered in currency EUR.
Req Payment terms	select requested payment terms if available in the drop-down list. If not available, leave blank.
Dunning procedure	Payer contact information. Check CRM request.

Data Operations > SAP PRS & RCS Customer Maintenance > WF - Credit.png

Credit (for Payer-bis only)

If payer-bis needs to be created in case main payer already exists, WF setup remains the same as for payer, except credit tab.

In credit account field customer PRS main payer number should be indicated. It is needed, since credit limit is applied for customer on main payer level, but on payer-bis level, only payment terms are maintained. In order to apply main payer credit limit to new created payer-bis, this WF field must be populated.

Data Operations > SAP PRS & RCS Customer Maintenance > WF - Credit Payer Bis.png

Once payer-bis is created, make sure that correct account numbers are populated (should be different) in PRS main payer and payer fields (should be checked in PRS & RCS systems).

Data Operations > SAP PRS & RCS Customer Maintenance > WF - Credit Payer Bis_2.png

Distribution

Field

Description

Distribution tab

Indicate Target System WP1.

Do not remove already indicated systems, when processing WF for modification.

Salesforce ID (SF ID)

Used only for sold-to and ship-to accounts. Accounts created through CRM SalesForce ID should be populated automatically.

For Aerospace customers SF ID is not relevant for them as they do not use CRM.

Reason absence SFID

Most of the GBU’s are CRM users and should submit sold-to and ship-to creations through CRM. However, in few cases we might need to populate reason of SF ID absence.

NRL Not relevant for GBU - used for Aerospace customers (division Composite materials)
TBD To be determined - used mostly for exceptional cases. E.g. customer manual creation as for some reasons customer creation cannot be initiated in CRM.

Data Operations > SAP PRS & RCS Customer Maintenance > WF - Distribution.png

Communication Area

Use this Tab in order to add some clarification or specific requirement for Data Controller, if needed.

Data Operations > SAP PRS & RCS Customer Maintenance > WF - Communication Area.png

Test for Info

Test for Note

Test for Tip

Test for Warning

Panel Example

<style>
#backToTopButton {
	position: fixed;
	right: 20px;
	bottom: 20px;
	Z-index: 1;
}
</style>

SAP PF1 & WP1 Customer Maintenance 2

Table Of Contents

Objective and Scope

Objective of this Procedure

Scope

Definitions

Customer creation via workflow

Workflow submission