Header 
| Field | Description |
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| Company code | default 4274 | | GBU | corresponds to GBU for which customer creation, modification is needed - can be determined by division provided. |
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General Data 
| Field | Description |
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| 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 | 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 |
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Postal Address 
| Field | Description |
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| 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 |
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General Data 2 
| Field | Description |
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| 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. |
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Phone/Fax/Mail General contact information of customer. Most commonly can be found in header or bottom line of Purchase order.
| Field | Description |
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| 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. |
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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. |
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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. |
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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). |
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Distribution
| Field | Description |
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| 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.
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Communication Area
Use this Tab in order to add some clarification or specific requirement for Data Controller, if needed.
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